UCSD Layoff from Career Appointment: Apply by 10/09/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/19/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The mission of the Student Health & Well-Being (SHW) cluster is to promote a culture of health and well-being for the student community, deliver equitable high quality innovative services, incorporate inclusive approaches, and celebrate diversity, with the goal of adoption and maintenance of healthy behaviors contributing to the academic success and personal development of all students.

The Student Health and Well-being cluster of the UC San Diego, which reports through UC San Diego Health System, plays a leadership role in creating a strong and active well-being culture that enables all students to flourish in body, mind and spirit. Under the oversight of the executive director, the SHW cluster includes the departments of Student Health Services (SHS), Health Promotion Services (HPS), Counseling and Psychological Services (CAPS) and SHW Administration.

CAPS delivers campus-based mental health services to over 43,000 registered UCSD undergraduate, graduate, and professional school students. CAPS' multicultural, multidisciplinary, and student-centered staff strives to deliver trauma informed, culturally proficient counseling and psychiatric services, psycho-educational preventive outreach and early intervention programming, consultation, research, and training opportunities.

In collaboration with Student Affairs and Academic Affairs, CAPS services support the academic mission of the University aimed at student success, retention and well-being, and works toward the maintenance of a just, inclusive and healthy living and learning environment for individuals to flourish as they pursue their academic, career, and personal goals. CAPS is accredited by the International Accreditation of Counseling Services (IACS) and the Post-doctoral Resident Training Program is affiliated with the Association of Psychology Postdoctoral and Internship Center (APPIC). CAPS is fully committed to self-examination, peer review, and quality improvement through the utilization of metrics, data, clinical outcomes, client experience measurements and feedback.

The Business Operations Assistant will provide high level administrative and operational support to the CAPS Administrators, program managers, programs, and overall operations to a decentralized department with sixteen locations across campus, and 70+ employees. This position requires confidentiality, discretion, tact, sound judgment, exceptional organizational, analytical and decision making skills, as well as a commitment to student well-being and advocacy. Incumbent will serve with a high degree of professionalism and diplomacy, playing a vital role in the successful functioning of the unit towards the accomplishments of strategic goals and objectives reflecting CAPS high standards.

Incumbent will provide administrative support on a wide range of areas from executive support, clinical and fiscal operations, facilities management, assisting with special projects and assignments that are highly sensitive or complex in nature, requiring independence and initiative for completion. Including, but not limited to, status reports, spreadsheets, Qualtrics surveys, and ad hoc statistical reports. Functions will require exceptional time management, writing skills composing, proofreading, editing, and finalizing complex documents and reports, utilizing Cloud-based platforms to produce graphs and high level presentations, ensuring accuracy and correct grammatical content, style, consistency, format and completeness. Incumbent will assist with management of the Director's and department calendar, schedule both routine and special meetings, event planning, travel arrangements and supports the Manager of Business Operations with fiscal transactions.

The Business Operations Assistant will also provide backup support to the clinic front office, to assist with coverage during times of high need, for absences, lunches or as otherwise needed. Incumbent will answer phones, greet patients and facilitate access to mental health services; manage the flow of clients and essential information to appropriate parties; schedule client appointments on the basis of need, urgency and presenting concerns; determine when to activate CAPS emergency protocol and supports urgent care services, including communications with campus police or community hospitals. Incumbent must demonstrate empathy and good judgment in selecting methods and techniques for obtaining solutions, with ability to multi-task within demanding timeframes. Incumbent will determine appropriate priorities with high level of attention to detail, despite competing deadlines.

• Four years of related experience, education/training, OR a Bachelor’s degree in related area

• Demonstrated experience and proven ability to provide a high level of executive, administrative and business support including calendar scheduling, travel planning, reconciliation and reimbursement.

• Demonstrated ability to interpret and adhere to complex departmental policies and procedures, professional standards, and use sound judgment.

• Advanced software skills and aptitude for learning new software, such as MS Word, Excel analysis and charts, Powerpoint, including Cloud based versions, with the willingness and ability to update and increase skills as needed to meet the goals of SHW.

• Demonstrated experience creating and administering surveys via software applications such as Qualtrics, Survey Monkey, and disseminating results.

• Strong problem-solving skills and ability to independently analyze, formulate solutions, and resolve problems in the absence of higher authorities.

• Excellent verbal and written communication skills, including knowledge of proper business formats, grammar, spelling and punctuation.

• Demonstrated time management and organization skills to prioritize work and meet deadlines in a high-volume work setting.

• Advanced record-keeping skills, and attention to detail

• Knowledge of accounting principles, fiscal operations and budget management.

• Demonstrated ability to represent CAPS to the campus community by projecting a strong service support role in meeting internal and external customer needs

• Demonstrated sensitivity, interpersonal, and communication skills to support a culturally diverse population. Ability to provide empathic assistance to clients with psychological and psychiatric conditions, their family members and the campus community.

• Minimum two years experience in mental health or medical setting.

• Working knowledge of Epic, or similar electronic health record system.

• Excellent attendance and punctuality

• Demonstrated ability and sound judgment to successfully manage evolving situations which may be of a crisis nature in a supportive manner.

• Demonstrated ability to manage a high volume flow of patients and reported issues of concern, in person and by phone, to resolution

• At all times, demonstrate the characteristics of professionalism in attire, attitude, communication, behavior, and attentiveness to others. All staff members are required to uphold the UCSD Principles of Community and to promote a positive and collaborative team environment.

• Ability to use discretion, and maintain confidentiality and comply with all requirements in use of computer systems and access to any and all patient, student, employee and University data, in electronic and hard copy formats, in compliance with University, state and federal guidelines, including, but not limited to Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA).

• Complete and pass test/quiz for all required training assigned by UCOP, UCSD and SHW on a timely basis.

• As appropriate, submit incident reports into the UCSD SHW Incident Report System, RL Datix or current system in use, to report near-misses, process problems or patient or employee injury events. Attend required trainings and refreshers for use and proper steps to follow.

• Knowledge of UC San Diego Financial and Travel Systems.

• Knowledge of UCSD and counseling center practices.

• Employment is subject to a criminal background check and pre-employment physical.
• Occasional overtime may be required. Periodically, must be able to work alternate work schedule.
• Experience in healthcare setting, preferably mental healthcare setting.
• Ability to telecommute for work, if/when needed and operationally feasible, as determined by department.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.