Administrative Assistant
University of California, Santa Barbara - Santa Barbara, CA

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Number of Hires

Single Hire

Job Open Date

01-23-2013

Job Close Date

Open Until Filled

Primary Consideration Date for Open Until Filled

02-06-2013

Additional Comments:
Title Code

4723

Payroll Title Name

_____ASSISTANT II

Working Title Name

Administrative Assistant

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

16.48

Advertised Range Max (full time equivalent)

17.57

Advertised Range Rate Type

Hourly

Other Advertised Salary Range Comments

$16.48- $17.57/hr.

Percentage of full-time

100

Days

Monday-Friday

Hours

8-5

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

2-Career

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)

Administrative Assistant Counseling and Psychological Services Provides administrative support for Counseling and Psychological Services and the Psychology Internship and Practicum Program. Assists in the development of doctoral interns by providing oversight, orientation, and direction as needed. Works closely with the Training Director to create an atmosphere conducive to the learning and development of professional skills for the interns. Foresight is necessary to anticipate needs of the Training Director and the interns. Serves as back up support for front desk reception. Assists with the coordination of assessments and maintains the clinical library. Assists the Director and Business Officer. Reconciles general ledger, travel, event planning, accounting paperwork processing and performs as back-up support for PPS.

Minimum Requirements

Excellent oral and written communication skills, professional demeanor, and demonstrated collaborative skills with strong attention to detail and deadlines. Must possess a high level of initiative, follow through, and creative problem solving with minimal supervision in an environment of frequent interruptions. Must be organized and able to prioritize multiple, and often competing assignments, while maintaining accuracy. Strong customer service skills are essential. Demonstrated knowledge and proficiency with Microsoft Word and Excel.

Desirable Requirements

Experience with Adobe Professional and with UCSB accounting and travel processing. Bachelor of Arts 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

Optional Applicant Documents

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

Required Applicant Documents

Resume Cover Letter

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)

E

Grade Type

PSS

Grade

None

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

Provision Number

COUN0018

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

General 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

FREQ.

Sit

CONTIN.

Bend

OCCAS.

Crouch/Squat

OCCAS.

Kneel/Crawl

OCCAS.

Climb

N/A

Reach above shoulder level

FREQ.

Use keyboard/mouse

CONTIN.

Hand Activities: Fine dexterity

CONTIN.

Hand Activities: Hand twisting

FREQ.

Hand Activities: Simple grasping

CONTIN.

Hand Activities: Power grasping

OCCAS.

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

CONTIN.

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

3
Records

Order of Imp

Essen Duty

%

Freq.

Function

Duties

1

Yes

40

Weekly

Internship and Practicum Program Support

~American Psychological Association (APA) Accredited Psychology Internship and Practicum Program Support ~
Provides detailed and confidential administrative support for the Training Director and the Training Program of Counseling and Psychological Services.

Assists in the coordination of the national application process for the annual selection of psychology interns. Responsible for written and verbal communications to applicants as needed throughout the 4 - 5 month process that must follow specific Association of Psychology Postdoctoral and Internship Centers (APPIC) guidelines. Reviews high volumes of electronic applications for missing components, updates the status of applications on the APPIC website portal, maintains data, coordinates scheduling of telephone interviews and on-site visits, provides information to applicants via email, and collects data for statistical comparison. Assists in the counseling practicum selection process.

Anticipates and manages the collection of quarterly evaluations which are an essential component for verification of program progress. Edits and organizes program evaluations and ensures proper distribution and collection to and from the appropriate staff member and verifies accuracy.

Schedules meetings and rooms on a quarterly basis. Coordinates and schedules quarterly calendars for clinical training staff.

Responsible for updating, researching, and editing program information accessed by psychology interns and counseling practicum students through manuals or other resources.

Ensures that the program's website reflects current changes for prospective applicants.

Prepares Psychology Internship membership renewals.

Provides projections for budgetary expenses and prepares program budget for Training Director, Business Officer, and Director. Provides quarterly and year end reports.

Edits and formats letters of recommendations written by clinical supervisors for their current and past supervisees.

Researches and obtains reference materials for the Training Director and supervisory staff.

Prepares data for annual reports for APA, the Association of Psychology Postdoctoral and Internship Centers (APPIC), and the Association of Counseling Center Training Agents (ACCTA).

Maintains records and information on past interns. Secures permission to list their names on website.

Provides clerical support for state and national training meetings and conferences attended and/or hosted by the Training Director.

Works with technical staff to assist with the upkeep of the video training equipment. Coordinates equipment trainings for the interns.

In consultation with the Training Director, coordinates annual year end meeting to recognize the interns for their completion of the program.

2

Yes

45

Weekly

Administrative Support

~Administrative Support~
Provides assistance to the Director and Business Officer.

Provides general clerical assistance to the agency, including making copies, etc.

Reconciles monthly ledgers for general supplies. Provides detailed information on the ledger system regarding the expenses when appropriate. Prepares regular TOE's for expenses that are shared with another department. Prepares monthly reports.

Prepares and processes travel for department. Researches travel options, provides detailed travel information, and communicates procedures and policies to traveler. Provides travel information, agendas, and other necessary information to the traveler. In consultation with the Business Officer, prepares approvals, advances, TEV's, and verifies back up documentation. Provides all final paperwork and forms to Business Officer for review.

Coordinates logistical arrangements for events and meetings (e.g., securing venues, coordinating meal service, arranging travel, lodging and payment for speakers). Provides assistance before, during, and after the event or meeting, including set-up and clean-up. Assists with trouble-shooting problems.

Coordinates and manages the collection of leave reporting logs. Collects and reviews logs for errors before reporting leave as appropriate.

Serves as back up PPS Preparer. Supports and assists with other payroll related work as needed.

Serves as support for the front desk reception.

Provides support with online procurement system.

Ensures building doors and windows are locked and closed at the end of the day and ensures privacy sound machines and massage chairs are turned off.

Participates in organizational meetings and agency committees as appropriate.

Assists staff in troubleshooting copier and printer problems, such as paper jams, loading paper, and replacing toner.

Works collaboratively with other staff to provide assistance.

Completes special projects as assigned.

3

Yes

15

Weekly

Assessment & Clinical Resources

~Assessment & Clinical Resources~
Maintains supply of psychological assessment materials. Works with assessment coordinator to order the supplies and testing materials for the agency. Meets with the assessment team to assist in agency evaluation and to determine technical, administrative, and clinical needs. Develops and maintains a working understanding of the psychological test instruments utilized by the psychologists.

Provides assistance scoring assessment instruments under the direction of the assessment coordinator or supervisor in line with ethical standards.

Assists with setup for administration of assessment and oversees client administration on department laptop.

Maintains resource materials and professional library and reference materials for seminars and presentations. Monitors acquisition and circulation of the professional library and regularly updates, organizes, and takes inventory of collection.

Assists clinical supervisors with research and evaluation by utilizing resources such as the UCSB Library or the internet.

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