Administrative Support - PrEPping the Bay Program (Temporary/Part-Time)

Job Description:

Administrative Support - PrEPping the Bay Program (Temporary/Part-Time)

Description

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $1,840.00 per month to $2,274.50 per month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

Classification

Administrative Support Assistant II

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

This is a grant funded, temporary and part-time (20 hours per week) position through June 30, 2025 with the possibility of reappointment.

The purpose of the PrEPping the Bay Program (PTB) within the Student Health and Counseling Services (SHCS) is to support PrEP navigation services for Cal State East Bay students with the goal of increasing PrEP and PEP initiation and retention amongst students with perceived increased risk for HIV infection. In doing so, this position will assist in the students' optimal state of overall health to support them in achieving their academic and career goals. Under the general supervision of the Director of Student Health Services and the Nurse Lead or other designee, the Administrative Support Assistant performs administrative support duties including but not limited to personnel, payroll, accounting, and procurement processes, electronic health records maintenance, and various other duties to assist with the needs of the PrEPping the Bay program and Student Health and Counseling Services.

Responsibilities

Accounting and Procurement Support:

Work within the University, California Department of Public Health (CDPH) (specifically PPIR grant), Office of Research and Sponsored Programs (ORSP), and Student Health & Counseling Services guidelines to facilitate placement, tracking, and payment of ordered supplies and services. Components of this function include but are not limited to:

• Process appropriate submission of documents for the purchase of supplies and services, using various University processes such as Purchase Order, Reprographics, Travel Reimbursements, Procurement Credit Card, etc.
• Work with vendors to obtain current pricing, item description, etc.
• Collaborate with the University’s Accounting, Procurement and Receiving Departments, and ORSP to facilitate timely and accurate processing of supplies and services.
• Follow up and resolve any outstanding accounting, payroll, personnel, and procurement issues.
• Maintain current inventory and awareness of all equipment purchased under PPIR grant.
• Prepare documents/reports as needed for reimbursement from PrEP-AP or ADAP programs as necessary.
• Verify and deposit daily SHCS augmented fees for services rendered, as needed.
• Process and log invoices for signature approval and payment, as needed.
• Prepare and follow through on work orders and service tickets.
• Scan all accounting and procurement documents onto the department’s shared drive.

Personnel and Payroll Support:

Works within University and Student Health & Counseling Services policies and procedures to maintain and track the personnel and time activities of the PTB employees, including student employees. Components of this function include but are not limited to:

• Prepare and maintain attendance and payroll documents on all SH&CS rostered and non-rostered, student assistants, interns and volunteer employees, as needed.
• Maintain in-house employee documents, including but not limited to copies of training certificate of completions, e-SAF’s, SEAF’s, Payroll Sheets, etc.
• Assist with providing lead work direction of the PTB student assistants.
• Maintain a copy of the professional medical staff’s completed training specifically related to PTB program.
• Perform payroll duties monthly, i.e. Attendance Sheets, etc. along with updates to CDPH/Office of AIDS/PPIR grant program quarterly or as needed.
• Update staff information on PTB related links or on SHCS website as needed.
• Handle confidential files and information daily.
• May serve on SHCS hiring committee for PTB student assistant hires.
• Will attend and represent PTB at meetings within SHCS, Cal State East Bay, or external events.
• In the absence of the PTB Clinical Assistant, will perform client/patient facing interviews/intake, data entry duties into LEO, and PnC as needed.

Administrative Support Duties:

• Assist in the minute taking of various committee meetings in the absence of the Administrative Support Coordinator, as needed.
• Assist in the Department’s mail distribution, as needed.
• May serve on various University committees and task forces, as requested.
• Assist Administrative Support Coordinator in taking, screening and routing phone calls, as needed.
• Assist Administrative Support Coordinator in maintaining the SHCS Conference Room - schedule or multi-purpose room, as needed.
• Manage the Executive Director’s appointment schedule in the absence of the Administrative Support Coordinator, as needed.
• Perform other duties as assigned by the Student Health & Counseling Managers or the Executive Director.

Minimum Qualifications

• Fully functional knowledge of and skill in standard office procedures and practices.
• Ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• The ability to use and quickly learn new office support technology systems and software packages.
• These entry 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.

Required Qualifications

• Ability to process and maintain files.
• Ability to schedule and arrange appointments.
• Ability to provide budget support.
• Ability to process documents and medical records as well as gather data and prepare standard reports.
• Must be able to interact with and solve problems for work unit customers and staff.
• Proficient in Microsoft Office especially Work and Excel or similar applications in Google Suite.
• Required to use computers and a variety of office support technology and systems to meet job performance expectations, including but not limited to one or more word processing programs such as Point N Click (PNC), the department’s medical management system, Microsoft Office and Google Suite.
• Use of computers to enter data and generate reports such as Data Warehouse and the use of electronic and voice mail. Incumbent must be proficient or has the ability to train and learn quickly using computers, office support technology and other systems.

Preferred Skills and Knowledge

• Basic understanding of medical terminology is highly desirable.
• Experience in outpatient clinical setting or background in patient navigation.
• Knowledge of applicable university and department policies and procedures.

Special Circumstances

• May have exposure to blood and bodily fluids for which there is a risk for blood borne pathogens and other communicable (aerosol transmissible) diseases.
• As a state disaster worker, all public employees may be called and assigned to perform work during a disaster.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

Advertised: Sep 13 2024 Pacific Daylight Time
Applications close: Jan 13 2025 Pacific Standard Time

Closing Date/Time: 2025-01-13