Clinic Administrative Assistant (Part-Time, Temporary, Hourly)
California State University East Bay, California, MO, United States
Salary and Benefits
PLEASE NOTE:
The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,565.00 per month (Step 1) to $4,346.00 per month (Step 11).
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
Please Note: Review of applications will begin on May 13, 2026.
This is a part-time, hourly position, up to 16 hours per week, not-benefit eligible, temporary through June 30, 2027, with the possibility of reappointment.
Responsibilities
Receptionist
(Answer phones/Greet and assist clients and students)
Respond to clinic inquiries
Record intake information from prospective clients and/or families
Transfer calls to faculty and staff
Ensure all visitors sign in and wear a badge when in restricted clinic areas
Email, mail, or give clinic application forms to clients and/or families
Provide reports to clients, family members or outside agencies with client approval
Direct visitors to other locations on campus as needed
Refer students to other staff and/or faculty as needed
Clerical
(Client Files/Clinic Resources)
Create and maintain client files in the Electronic Medical Record system
Email and mail confirmation letters to clients for Diagnostic Evaluation appointments
Send Authorization for Release of Information forms to request background information of clients
Contact clients and/or families to obtain information or send notices
Shred confidential files
Keep clinic forms stocked
Maintain tests, test protocols, and clinic supplies
Prepare clinic for the start of services each term (e.g., VALT, badges, business cards, clinician packets)
Post therapy and diagnostic schedule
Track clinic requirements for graduate clinicians and volunteers that need background checks and fingerprinting prior to the start of clinic to Human Resources and University Police Department
Coordinate with the appropriate administrator to notify students when results of background checks and fingerprinting are received
Prepare clinic fee log each term
Process cash and check fee payments for clinical services and provide receipts
Maintain client fee payment log
Keep log of parking passes to clients and/or family
Process outgoing and incoming mail as needed
Make copies of clinic forms as needed
Assist in planning and execution of department events as directed
Assist with data acquisition associated with accreditation as directed
Community Engagement
Prepare marketing materials for clinical services
Attend community events to represent the clinic
Disseminate clinic-related mailings
Facilities/Equipment:
Check facilities weekly to restock supplies for therapy rooms and ensure clinic spaces are clean and tidy
Report facilities or equipment problems to ASC
Minimum Qualifications
Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills. These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.
Required Qualifications
Ability to communicate effectively both orally and in writing with diverse clients, students and staff
Ability to independently operate and troubleshoot office equipment (e.g., printers, copiers, scanners)
Proficiency in Microsoft Word and Excel for document creation, data entry, and basic reporting
Ability to manage multiple tasks and prioritize in a fast-paced office environment
Ability to lift up to 30 pounds
Preferred Skills and Knowledge
Language proficiency in Spanish, Mandarin Chinese, American Sign Language, and/or Tagalog
Understanding of client and student confidentiality requirements (HIPAA/FERPA)
Experience processing cash, check, and credit card payments
Proficiency with multi-line telephones and TTY machines
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
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, Cal State, East Bay 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. The CSU complies with Title VI of the Civil Rights Act of1964, 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 discriminatorypreferential 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.
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.
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PLEASE NOTE:
The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,565.00 per month (Step 1) to $4,346.00 per month (Step 11).
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
Please Note: Review of applications will begin on May 13, 2026.
This is a part-time, hourly position, up to 16 hours per week, not-benefit eligible, temporary through June 30, 2027, with the possibility of reappointment.
Responsibilities
Receptionist
(Answer phones/Greet and assist clients and students)
Respond to clinic inquiries
Record intake information from prospective clients and/or families
Transfer calls to faculty and staff
Ensure all visitors sign in and wear a badge when in restricted clinic areas
Email, mail, or give clinic application forms to clients and/or families
Provide reports to clients, family members or outside agencies with client approval
Direct visitors to other locations on campus as needed
Refer students to other staff and/or faculty as needed
Clerical
(Client Files/Clinic Resources)
Create and maintain client files in the Electronic Medical Record system
Email and mail confirmation letters to clients for Diagnostic Evaluation appointments
Send Authorization for Release of Information forms to request background information of clients
Contact clients and/or families to obtain information or send notices
Shred confidential files
Keep clinic forms stocked
Maintain tests, test protocols, and clinic supplies
Prepare clinic for the start of services each term (e.g., VALT, badges, business cards, clinician packets)
Post therapy and diagnostic schedule
Track clinic requirements for graduate clinicians and volunteers that need background checks and fingerprinting prior to the start of clinic to Human Resources and University Police Department
Coordinate with the appropriate administrator to notify students when results of background checks and fingerprinting are received
Prepare clinic fee log each term
Process cash and check fee payments for clinical services and provide receipts
Maintain client fee payment log
Keep log of parking passes to clients and/or family
Process outgoing and incoming mail as needed
Make copies of clinic forms as needed
Assist in planning and execution of department events as directed
Assist with data acquisition associated with accreditation as directed
Community Engagement
Prepare marketing materials for clinical services
Attend community events to represent the clinic
Disseminate clinic-related mailings
Facilities/Equipment:
Check facilities weekly to restock supplies for therapy rooms and ensure clinic spaces are clean and tidy
Report facilities or equipment problems to ASC
Minimum Qualifications
Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills. These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.
Required Qualifications
Ability to communicate effectively both orally and in writing with diverse clients, students and staff
Ability to independently operate and troubleshoot office equipment (e.g., printers, copiers, scanners)
Proficiency in Microsoft Word and Excel for document creation, data entry, and basic reporting
Ability to manage multiple tasks and prioritize in a fast-paced office environment
Ability to lift up to 30 pounds
Preferred Skills and Knowledge
Language proficiency in Spanish, Mandarin Chinese, American Sign Language, and/or Tagalog
Understanding of client and student confidentiality requirements (HIPAA/FERPA)
Experience processing cash, check, and credit card payments
Proficiency with multi-line telephones and TTY machines
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
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, Cal State, East Bay 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. The CSU complies with Title VI of the Civil Rights Act of1964, 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 discriminatorypreferential 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.
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.
#J-18808-Ljbffr