Receptionist
University of California, Santa Barbara - Santa Barbara, CA

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Number of Hires

Single Hire

Job Open Date

05-17-2013

Job Close Date

Open Until Filled

Primary Consideration Date for Open Until Filled

06-03-2013

Additional Comments:
Title Code

4724

Payroll Title Name

_____ASSISTANT I

Working Title Name

Receptionist

Department Profile (Specific Information about department/program):

A major focus for Counseling and Psychological Services (CAPS) is to assist the Division of Student Affairs in the maintenance of a healthy campus environment. The department provides individual and group counseling for undergraduate and graduate students, including 8-5 crisis/on-call coverage and response. The psychologists work closely in conjunction with Student Health psychiatrists and primary care providers. Psychological consultation and outreach is provided to staff, faculty and others in leadership roles, to assist in their work with distressed students. CAPS staff is a multicultural group of counseling and clinical psychologists, doctoral interns, practicum students, support staff, and undergraduate peers. CAPS is committed to the training and research mission of the University of California. In partial fulfillment of this mission CAPS maintains an APA accredited doctoral psychology training program which trains nationally selected interns. The agency is accredited by the International Association of Counseling Services, Inc. For more information: www.counseling.ucsb.edu

Department Code-Name

COUN-Counseling Center

End Date/Contingencies for Grant Funding

FOC (Federal Occupation Code)

D-Clerical (e.g., Admin Asst, Library Asst)

FOC (Federal Occupation Code) Sub-Code

DA-Clerical/Administrative

Advertised Range Min (full time equivalent) A little help? Go to Salary Scales

14.67

Advertised Range Max (full time equivalent)

15.21

Advertised Range Rate Type

Hourly

Other Advertised Salary Range Comments

$14.67-$15.21/hr.

Percentage of full-time

50

Days

Monday - Friday

Hours

11:30 am - 3:30 pm

Appointment Type A little help with Contracts? Go to Employment Agreements

3-Limited Appointment

Limited Appointment End Date A little help? Go to General Information on Limited Appointments

Is this a NEW CAREER position?

No

Summary of Job Duties (Note: This summary will be used for keyword search)

Receptionist Provides customer service and reception duties for students, parents, staff, and faculty members in a high-traffic agency handling confidential information. Provides general administrative support to the agency as requested.

Minimum Requirements

Ability to respond to crisis situations with patience and maturity. Excellent communication, interpersonal, and customer service skills. Ability to interact effectively with a wide variety of people with professionalism, discretion, good judgment, and tact. Ability to multi-task in an environment with frequent interruptions, while maintaining attention to detail. Ability to work professionally as part of a team. Ability to use Microsoft Word.

Desirable Requirements

Experience working in a counseling center, medical office, or in a confidential setting. Past reception experience. Experience working with an electronic calendar. College degree preferred.

Special Conditions of Employment A little help? Go to Driver's License Requirements or Background Check Guidelines

Satisfactory completion of a fingerprint background check

Other Special Conditions of Employment

This is a limited appointment working up to 1000 hours, with the possibility of converting to career.

Optional Applicant Documents

Resume Cover Letter Other Document (1) Other Document (2) Other Document (3)

Required Applicant Documents

Job Description

FLSA Exemption Status A little help? Go to Exempt vs. Non-Exempt Employees

Non-exempt

CBU (Collective Bargaining Unit)

CX

ERC (Employee Relations Code)

Grade Type

Other

Grade

None

End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number

002495

Type of Supervision Received A little help? Go to Degree of Supervision

Supervision

Physical Requirements Continuously=Activity occurs > 66% Frequently=Activity occurs 33% to 66% Occasionally=Activity occurs < 33% Not Applicable=Activity does not exist

Stand

FREQ.

Walk

OCCAS.

Sit

CONTIN.

Bend

OCCAS.

Crouch/Squat

N/A

Kneel/Crawl

N/A

Climb

N/A

Reach above shoulder level

OCCAS.

Use keyboard/mouse

CONTIN.

Hand Activities: Fine dexterity

CONTIN.

Hand Activities: Hand twisting

CONTIN.

Hand Activities: Simple grasping

CONTIN.

Hand Activities: Power grasping

N/A

Other (please specify activity)

Frequency of Other Activity

No Response

Lifting Activities: Light lifting (< 20 lbs)

OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)

OCCAS.

Lifting Activities: Heavy lifting (>50 lbs)

N/A

Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)

OCCAS.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)

OCCAS.

Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)

N/A

Mental Requirements

Read/Comprehend

CONTIN.

Write

CONTIN.

Perform Calculations

OCCAS.

Communicate Orally

CONTIN.

Reason and Analyze

CONTIN.

Other (please specify activity)

Frequency of Other Activity

No Response

Environmental Requirements

Is exposed to excessive noise

N/A

Is around moving machinery

N/A

Is exposed to marked changes in temperature and/or humidity

N/A

Is exposed to dust

N/A

Is exposed to fumes

N/A

Is exposed to gases

N/A

Is exposed to radiation

N/A

Is exposed to microwave

N/A

Drives motorized equipment

N/A

Works in confined quarters

N/A

Other (please specify activity)

Frequency of Other Activity

No Response

Job Duties

Total Percentage of Duties: 100

2
Records

Order of Imp

Essen Duty

%

Freq.

Function

Duties

1

Yes

90

Daily

Customer Service & Reception

~Customer Service & Reception~
Greets (in person and on the telephone) students, parents, staff and faculty members in high-traffic agency handling confidential information.

Assess the needs of individuals and using tact and sound judgment and directs to the appropriate program within the agency and/or university department.

Evaluates and refers all crisis situations to On-Call Counselor. Consults with Clinical Coordinator or Director when further action is needed.

Provides general information to customers regarding the variety of services offered by the department.

Schedules appointments on the Electronic Medical Records (EMR) calendar and resolves scheduling conflicts.

Serves as central information desk for department communication, including updated knowledge of overall agency flow, including satellites, current events, changes in offices and group assignments.

Activates and retrieves voice mail messages. Activates after hours calling service when agency is closed for holidays or department meetings.

Maintains schedules of clients, meetings, and special events for staff. Ensures overall agency calendar is current and is always accurate, including meetings and closures. Processes time off requests by entering them into the EMR calendar system. Updates satellite offices Outlook calendars to match EMR calendar system.

Opens/closes and maintains lobby area, including sanitizing public workstations and check in stations daily. Communicates building closures to Facilities Management to ensure lobby doors are locked.

Prepares department lobby signs to inform students of general information about the agency, such as closures and changes in hours.

2

Yes

10

Weekly

Administrative Support

Types, files, photocopies and mails items as requested.

Participates in organizational/informational meetings as requested.

Completes special projects and performs other duties as assigned.

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