Receptionist

10/12 Months

Counseling & Psychological Services

Job #547454
 

First Review Date: Monday, June 23, 2025

Open Until Filled

 

 

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 #547454) Administrative Support Assistant II, 10/12 Months, Receptionist, Salary Range: $3,067 - $4,514 monthly. Hiring Range: $3,067 - $3,220 monthly. This is a full-time, benefited, non-exempt, 10/12 pay plan (work 10 months of the year with pay and benefits over 12 months) permanent position with a one-year probationary period in 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://www.humboldt.edu/hr/employee-benefits.

 

Position Summary:

The incumbent will perform a variety of general office clerical and reception related duties in support of Student Health and Wellbeing Services, with a primary assignment within Counseling & Psychological Services.

 

Key Responsibilities:

35% - Reception and Client Services

• Serve as first point of contact in person, by phone, or email; provide information and guidance.
• Maintain confidentiality.
• Schedule, reschedule, cancel, and confirm appointments in EMR; update client information and notify providers of changes.
• Manage scheduling for practicum students and psychiatry appointments (in person or telehealth).
• Verify student enrollment through PeopleSoft.
• Check in clients and assist with electronic health forms.
• Explain the no-show policy.
• Inform students about current CAPS groups and joining procedures.
• Receive and distribute mail.
• Assist with psychotherapy record release requests.
• Support office opening/closing and ensure confidentiality of materials.
• Stay current on CAPS website and outreach events.
• Maintain cleanliness and organization of front desk and waiting area.
• Provide clerical support to SHC and coordinate with medical front office.
• Support Telehealth program: check in/out clients, start/end video calls, and communicate with providers.
• Schedule psychiatric appointments in EMR.
• Flexibility with work hours, including some evenings.

 

30% - Clerical Support

• Provide clerical support to the CAPS coordinator, staff, faculty, and practicum students.
• Answer and direct calls; take messages and manage CAPS phone lines.
• Maintain updated bulletin boards.
• Photocopy, scan, and import files into EMR.
• Assist with special projects, including updating social media (Instagram, TikTok).
• Request temporary parking permits for visitors as needed.
• Guide and support student assistants as needed.

15% - Crisis Screening

• Calmly and with sound judgment, screen counseling crisis contacts which can involve students as well as distraught parents, University Police, faculty and staff. 
• Appropriately schedule student in crisis for appointment as necessary.
• Notify clinicians & CAPS Director of current crisis situation and if necessary, notify UPD for support.
• Be aware of and follow established policy for handling emergency situations reported by telephone or in person.

10% - Publicity

• Support the coordination of the group marketing program with input from staff therapists; schedule rooms using 25Live, EMR, and Google Calendar.
• Responsible for the production and circulation of professional quality posters, brochures, bookmarks, handouts, etc.
• Provide CAPS staff, including practicum students at the BSS site, with a master list of all offered groups along with the locations, times and details.  Responsible for keeping the master list up to date.
• Advertise CAPS groups and other services on social media sites, throughout campus, etc.
• Respond to inquiries from staff, faculty, and administrators, vendors, students, and parents.

5% - Additional Administrative Tasks

• Support the Counseling Evaluations project: assist clients with tablet evaluations, sort and score results, and compile summary documents for counselors and the director.
• Provide support and guidance to Practicum Students at the BSS site, including but not limited to: relaying scheduling changes, coordinate shadowing with SHC clinicians, and assist with office processes beyond the counseling scope (e.g. electronic referrals between the medical, and counseling teams)
• Assist in the Peer Review project by gathering and tallying each counselor's peer review summaries for the CAPS director's review. 
• Special projects as requested.

5% - Other Duties as Assigned

 

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

• Experience to be proficient in performing most or all work assignments.
• General working knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software packages.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Demonstrated competence in effectively presenting standard information in writing.
• Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
• Basic knowledge of medical terminology; ability to use medical office software, including complex electronic medical records (EMR) system.  

 

Minimum Qualifications:

1. Education: high school diploma or equivalent and some clerical experience.

 

Preferred Qualifications:

1. A minimum of one year full-time employment performing similar range of duties to those described above is preferred.

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 for first review is 11:55 p.m. on Monday, June 23, 2025. This position is open until filled.

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: 1030
Publication Date: June 9, 2025