Office Coordinator

Counseling & Psychological Services

Job #547452

Close Date: Thursday, May 22, 2025

 

 

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #547452) Administrative Support Coordinator I, Office Coordinator, Salary Range: $3,864 - $6,072 monthly.  Hiring Range: $3,864 - $4,057 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Counseling & Psychological Services Department. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

Under the general direction and supervision of the CAPS Director, this position has responsibility for the administrative and clerical support of the CAPS department.  The ASC I oversees the administrative operation of the department office and provides lead work over one administrative support assistant.

Key Responsibilities:

Budget – 20%

1. Prepare financial reports and provide input to administrator/s on budget planning.
2. Manage and track departmental purchases: research vendors for supplies and services (and independently purchase same following consultation with IT, Procurement and Director as necessary); purchase basic office supplies and materials.
3. Responsible for Pro-Card usage, purchase order requests, petty cash vouchers, and budgetary transfers, as well as reconciling the budget of all CAPS accounts.
4. Oversee maintenance of office / computing equipment (which involves budgeting of contracts and payment of repairs).
5. Plan, initiate, prioritize, research, evaluate, report and recommend as appropriate (e.g. operating procedures, budget, purchase requests, etc.).

Publicity and Public Relations – 10%

1. Coordinate and manage the marketing of CAPS services (including groups and other programs) with input from administrator/s and staff therapists.

1. Produce and circulate professional quality posters, brochures, bookmarks, handouts, etc.
2. Develop written materials regarding CAPS services.
3. Assist in social media based marketing

2. Assure that CAPS website is up-to-date in regard to CAPS services and staffing information.
3. Serve as the CAPS liaison and point of contact for external entities.

1. Provide information and guidance in response to outside inquiries from campus staff, faculty, and administrators, as well as vendors, students, and parents.

 

Administrative and Personnel Support – 35%

1. Support the orientation for new employees, including arranging office set up for all new faculty clinicians (e.g., computers, phones, issuance of keys, etc.)
2. Process and maintain all employee paperwork involved in personnel files in a confidential manner (appointment forms, separation forms, etc.).
3. As appropriate, maintain Retention, Tenure and Promotion files of faculty counselors, including physical storage of files, date stamping and filing of collegial/administrative letters, transfer of file to evaluative units/administrators by relevant deadlines.
4. Serve as Timekeeper for absence reporting for CAPS (e.g., verify and report sick days, vacation time, etc.).
5. Train new staff on front office procedures.
6. Train staff on payroll reporting procedures.

1. Provide lead work direction to front-office staff (ASA, student assistants).
2. Serve as the lead for support staff: assign tasks, prioritize duties, help problem-solve issues; prepare written performance evaluations

7. Maintain accountability for the work done by support staff (i.e., oversee the quality and timeliness of front office tasks and special projects).
8. Oversee front-office operations of the CAPS clinics at both SHC and BSS.

1. Track and evaluate client flow in the scheduling and attendance of appointments, management of phone lines, etc. and address issues as they arise (including providing collaborative input to leadership).
2. Schedule and prioritize office work for the department.
3. Assure compliance of front-desk and waiting room operations with the policies and procedures of the department, including client confidentiality guidelines and regulations.

 

Clerical / Miscellaneous – 30%

1. Verify student enrollment status, schedules, addresses and phone numbers in Peoplesoft and our EMR (currently PyraMed).
2. Provide clerical support for position searches.
3. Calmly and with sound judgment, handle complex CAPS contacts which can involve students in crisis and distraught parents, faculty and staff (e.g. suicidal, aggressive, distraught persons).
4. Key Advisor for telecommunications (process telephone service for new employees and gatekeeper for dept. access to University Notices).
5. Monitor and respond to department emails.
6. Help to maintain electronic client record and scheduling system, including adding new staff as needed.
7. Develop, proof and amend internal office forms.
8. Provide meeting minutes.
9. Set up spreadsheets and computer programs for therapist evaluations and generate reports (input, proof and format the output of statistical data requiring cross-referencing of complex data systems).
10. Act as back up for receptionist. Duties include answering phones, scheduling appointments, oversight of intake data, etc.
11. Confidential file maintenance and proper disposal of old records.
12. Attend monthly meetings of Student Affairs Administrative Support Personnel.
13. Liaison to Student Health division of SHWS regarding referral paperwork and facilities matters.
14. Liaison to ITS: arrange and coordinate computer repairs, equipment and software purchases upgrades.
15. Maintain cross-training in appointment scheduling and other common clerical duties for the Medical division and provide back-up reception duties as needed.

 

Other Duties as Assigned – 5%

 

Knowledge, Skills, and Abilities Associated with this Position Include:

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Ability to communicate effectively with a diverse population.
• Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
• Demonstrated sensitivity to cross-cultural perspectives and experiences.

 

Minimum Qualifications:

1. Fully functional knowledge of and skill in standard office procedures and practices.
2. An ability to understand and operate in a variety of organizational structures.
3. Incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
4. Knowledge of business mathematics beyond basic arithmetic.
5. The ability to use and quickly learn new office support technology systems and software packages.

Qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

 

 

Preferred Qualifications:

None

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Thursday, May 22, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.  Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date: May 9, 2025