For Internal CSU Employees

Working Title: Health Services Assistant

Classification Title: Health Services Assistant

Department Name: Student Health Services 

Time Base: Full-time

Pay Plan: 10 month

Bargaining Unit:  7 (CSUEU)

Employment Type: Probationary/Permanent 

Salary Range:

• Hiring salary is anticipated at $50,400 - $55,200 annually, commensurate with education and experience
• CSU Salary Range: $40,980 - $74,112 annually.

Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled.  A review of applications will begin Tuesday, August 26, 2025 and the review period may end at any time thereafter.

Position Summary:  

Under the general direction of the Clinical Services Director, Student Health Services, the Health Services Assistant oversees and performs administrative work related to the reception and treatment of patients, maintenance of student and employee health information and records, and assists the Clinical Services Director or their designee with various administrative tasks associated with administering the Student Health and Counseling Services. In addition, this position oversees various administrative tasks associated with preparing and supporting the sick bay on the training ships summer sea term. In addition, they will provide back-up support as a medical assistant to the clinic.

About the Cal Poly Maritime Academy:

Cal Poly Maritime Academy is a campus of the California State University and is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Poly Maritime Academy offers seven baccalaureate degrees in Business Administration, International Strategy and Security, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering,  Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Poly Maritime Academy also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities: 

Administrative Responsibilities

Staff Direction & Office Leadership:
Provide lead work direction to medical assistant staff; ensure clinic coverage and daily operational efficiency; develop and implement office procedures and protocols. Coordinate SHS facilities maintenance.  

Scheduling & Communications:
Coordinate and maintain the electronic master schedule for clinical staff; prepare and distribute correspondence, meeting agendas, and minutes; serve as a primary point of contact for students, parents, and external stakeholders.

Budget & Procurement:
Assist with SHS budget tracking and reconciliation; manage multiple accounts; oversee purchasing and monitor invoices in coordination with the campus Purchasing department. Includes managing student account charges. Assists with SHS staff travel coordination.

Insurance & Records Management:
Administer the Student Health Insurance Program; process waivers and claims; review incoming student health records; manage electronic health records (EHR) and serve as Custodian of Records.

Program Coordination:
Organize and facilitate U.S. Coast Guard and pre-summer sea term physical exams; support summer sea term medical readiness, including supply transport, staff logistics, and equipment preparation for the ship's sick bay.

Compliance & Accreditation:
Ensure regulatory compliance for SHS and the training ship sick bay (e.g., licenses, permits, and pharmaceutical documentation); assist with accreditation, quality improvement, emergency preparedness planning, and peer review and credentialing process.

Training & Committee Participation:
Plan in-service training and maintain records; represent SHS on campus committees and in orientation sessions; contribute to departmental emergency plans and quality assurance activities. Assist with training/competencies of new staff and provide input for evaluations.

Clinical Responsibilities

Inventory & Equipment & Clinical Supply Oversight:
Order and maintain inventory of medical and office supplies; oversee vendor contracts; coordinate calibration, repair, and maintenance of clinic and shipboard medical equipment.

Pharmacy Support:
Manage pharmaceutical inventory; coordinate medication returns and audits; conduct CURES reporting under supervision of a licensed provider.

Direct Patient Care Duties: Note this position serves as back up for primary MAs in the clinic in regard to direct patient care.

Patient Care Assistance:
Assist licensed practitioners during exams, clinical procedures, and treatments; including providing support during medication abortion care.

Clinical Testing & Procedures:
Perform standard medical technical services such as vision screening, audiometry, electrocardiograms (EKGs), peak flow and spirometry tests, ear lavage, suture and cast removal, and CLIA-waived testing as ordered.

Phlebotomy & Specimen Collection:
Draw blood via skin puncture or venipuncture for clinical analysis, in accordance with certification requirements; collect specimens through non-invasive methods.

Medication Administration:
Administer medications and immunizations via intramuscular, intradermal, subcutaneous, oral, and sublingual routes under appropriate supervision.

Tuberculosis Testing:
Administer TB skin tests, measure and record results, and refer for clinical interpretation.

Stay current with medical assisting practices.

Required Qualifications: 

Maintain a valid California driver's license in satisfactory standing.

Experience:

Five years of progressively responsible technical clerical work including or supplemented by two years of lead responsibility including or supplemented by experience in budget control and/or development of diverse and extensive administrative guidelines for varied office operations.

Education:

Job-related education above the high school level may be substituted for the required experience on a year for year basis.

Knowledge and Abilities:

Thorough knowledge of the principles and practices of office management and organization; general knowledge of training and leading others methods. Ability to plan, organize and implement a variety of office equipment needs based on specific program requirements; develop budget estimates based on stated policies and programs and using institutional guidelines; plan and maintain procedural control over budget expenditures; analyze and revise clerical and operating procedures; learn, independently interpret and apply a wide variety of complex policies and procedures in circumstances for which guidelines do not exist or for which guidelines conflict; coordinate many different tasks, determine the relevant importance of each, set respective deadlines and complete all projects in a timely manner; lead others; and establish and maintain cooperative working relationships with students, faculty and administrators.

Preferred Qualifications: 

• Technical administrative support experience.
• Analytical abilities; ability to learn new tasks as assigned.
• Administrative experience in a health care setting.
• Knowledge of the maritime industry.
• Work experience in a university setting.
• Experience with electronic medical records.
• Basic Life Support Certification is preferred.

Special Conditions:  The incumbent must maintain a ProCard and travel card in good standing, adhering to all organizational policies and procedures related to their use. This includes timely reconciliation of charges, proper documentation of expenses, and compliance with budgetary and policy guidelines. Failure to manage these responsibilities satisfactorily may result in corrective actions, including disciplinary measures, which could lead to termination of employment. 

Physical, Mental and Environmental Conditions: 

• Involves mainly sitting with up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.
• Is around moving machinery
• Drives motorized equipment

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

Equal Opportunity and Excellence in Education and Employment

This position is open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal Poly Maritime Academy 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 Maritime Academy 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 Maritime Academy 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 Maritime Academy, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Background Check: Satisfactory completion of a background check (including a criminal records check and DMV records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter: The person holding this position is 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 revised July 21, 2017, as a condition of employment.

Designated Position: This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Eligibility to Work:  Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Integration: The California State University Board of Trustees has approved the integration of the California State University Maritime Academy with California Polytechnic State University, San Luis Obispo, effective July 1, 2025. The two campuses will form one academic institution operated as California Polytechnic State University, San Luis Obispo and all employment positions with California State University Maritime Academy are subject to this transition. Employees hired in the period after the Trustees’ approval on November 21, 2024 and prior to the integration date on July 1, 2025 will have their employment transitioned to California Polytechnic State University, San Luis Obispo.  Employment shall continue to be subject to California State University policies and applicable collective bargaining agreements. Any changes in organizational structure, reporting relationships, or employment conditions will be communicated as details are finalized.

Application Procedure: Click "APPLY NOW" to complete the Cal Poly Maritime Academy Online Employment Application and attach the following documents: cover letter and resume. 

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.