Health Education & Prevention Services Administrative Specialist

The Health Education and Prevention Services (HEPS) Administrative Specialist supports the CSU Health Network by providing administrative, budget reconciliation and customer service for the Health Networks HEPS department, as well as may cross train and assist in other reception areas in the Health Network.

This position maintains a high level of professionalism and accountability managing the Health Networks Information Desk and Reflection Space, supervising student assistants, as well as providing search support for the organization.

The Health Education and Prevention Services (HEPS) Administrative Specialist is a full-time, 12-month position, working during the hours of 8 : 00 am 5 : 00 pm, Monday-Friday, in person only.

This position reports directly to the Access & Registration Manager. Required Job Qualifications Education

High School Degree or High School Equivalent

Experience

Three years of administrative experience in a health care or public health setting with a demonstrated passion for health education and / or prevention

Preferred Job Qualifications Experience

• Experience providing administrative assistance for health education and / or health prevention services
• Two plus years of supervisory experience including, recruitment, candidate selection, training, managing workflow, coaching, creating and managing team schedules, performance evaluation and feedback and conflict management
• Experience with data entry, editing and proofing abilities, with high attention to detail
• Experience collaborating multidisciplinary teams
• Experience and ability to manage and coordinate schedules
• Experience with HIPPA and FERPA

Knowledge, Skills, Abilities and Other Characteristics

• Strong listening, verbal, and written communication skills
• Excellent relationship building and customer service skills with a focus on collaboration, inclusion, and service
• Strong problem solving skills
• Ability to work in a professional and confidential capability
• Ability to use judgment to prioritize workload and effectively complete work independently
• Exceptional interpersonal relations and conflict management resolution skills
• Values working as part of a professional team and actively supports healthy team dynamics
• Ability to analyze policies, programs and initiatives to make recommendations for quality improvement
• A personal or professional commitment to diversity, equity, and inclusion through active planning and purposeful effort

Diversity Statement Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Departments commitment to diversity and inclusion.

Essential Duties Job Duty Category Health Education and Prevention Services (HEPS) Administrative Functions Duty / Responsibility

• Provides workshops, trainings, events, outreach and class preparation support.
• Assists with scheduling, room and reservations, and audio-visual needs.
• Provides data entry, report writing, copying, scanning, faxing, collating, proofing and editing support.
• Assists with Narcan, Fentanyl Testing Strips and Sexual Health Supplies distribution, as instructed.
• Takes HEPS department, Substance Misuse Prevention and other committee meeting minutes, reviews with meeting lead, makes updates, provides final minutes to lead for distribution and posts to PowerDMS, the CSU Health Networks document management system, HEPS department shared drive, or as directed.

Maintains confidentiality of meeting discussions. Assures minutes are completed and shared within a week of meetings.

• Assists with survey loading into selected delivery platform, data pulling and data reporting.
• Manages the CSU Health Network email account, reviewing and responding daily. This includes reviewing student requirement and recommendation emails and responding or coordinating with the appropriate party to response, as well as receiving presentation, training outreach, resource fair, etc.

email requests and distributing requests to the designated staff for fulfillment.

• Sends correspondence emails, including new student requirement and / or insurance related to identified student groups, as instructed by area CSU Health Network Managers.
• Sends initial SilverCloud mental health and well-being skill building module invitations to students referred from Counseling Services and other campus areas and matches to appropriate SilverCloud coach.
• Conducts a content review of YOU@CSU portals (student and employee versions) and HelpCompass resource navigation tool, following set protocol and works with the appropriate parties to update by August 1.
• Assists HEPS Director and Managers with area related CSU Health Network website review and assures updates are made to site pages.
• Maintains department telephone tree and manages voicemail.
• Manages department Zoom video conferencing and CSU Health Network Acuity event registration system accounts and trains staff on use.
• Supports HEPS Director in coordinating logistics for team meetings, trainings, teambuilding, connections, celebrations and birthday honoring opportunities.
• Updates at the beginning of each semester and distributes student staff welcome signs, department contact / emergency list, department listserv and Strengths Quest roster and posts in workroom.
• Assures staff members checkout their workstation keys and those keys are returned at the end of their time with HEPS, managing the paperwork for this process.
• Assures department office and cleaning supplies are stocked.
• Manages department facilities and custodial requests with HEPS Director.
• Maintains HEPS bulletin boards and keeps storage / workroom organized with items off the floor and office shipping box free for accreditation compliance.
• Maintains HEPS Administrative Specialist manual.
• Evaluates position processes and makes recommendations for change.
• Develops and maintains relationships to execute duties.
• Maintaining an ongoing presence at the HEPS reception desk.
• Participates in the CSU Health Networks quality improvement program and accreditation activities.
• Maintains proficiency in PyraMED (electronic appointment scheduling and health records system), PowerDMS (document management system), Kuali (accounting system), Aires (student data base system), Campus Labs (surveying system), Zoom (video conferencing), Acuity (event registration program), Menimeter (polling system), Microsoft Office Suite related to job responsibilities.
• Reconciles monthly program areas operating expenses spreadsheet, using monthly detail report and Kauli accounting system.
• Coordinates HEPS department food, incentive requests and payments, miscellaneous and communications / marketing purchasing, following policies and procedures.

Picks up related items and delivers. HEPS director approval of budget requests and expenditures.

• Helps assure HEPS team is following purchasing procedures.
• Other responsibilities as assigned by manager.

Percentage Of Time 50% Job Duty Category Management and Supervision Duties Duty / Responsibility Work Culture

• Promotes the mission, vision, and purpose of CSU Health Network.
• Communicates organization and department information and strategic plans.
• Nurtures diversity, equity, inclusion, and justice within the work environment.
• Ensures staff upholds CSU Principles of Community with engaging with one another inclusion, integrity, respect, service, social justice.
• Supports staff identification of development opportunities for professional growth.
• Encourages team and individual accomplishment.

Supervision of Information Desk Operations

• Hires staff and orients, trains, and tracks progress of new employee integration.
• Assists new hires in acclimating to their space, sets up phone extension, and supports the process of settling into their new role.
• Establishes work quality / quantity standards from which to evaluate department and staff performance.
• Sets employee goals, monitors performance and behavior; creates and communicates performance ratings and feedback.
• Manages employee performance through clear expectations, interactive communications, guidance and support, constructive and timely feedback;

corrective communications and actions.

• Facilitates performance appraisals according to State and / or University requirements.
• Reviews employees schedules to maintain continuous coverage of the information desk. Serves as Information Desk back up when there are staffing shortages.
• Documents employee performance and behavior to carryout corrective and / or disciplinary actions.
• Helps to resolve problems / conflicts and ensures compliance with policies and performance standards.
• Manages Information Desk supply and maintenance requests.
• Audits reports and uses the data to make decisions on whether or not to redirect resources or modify processes.
• Updates policy and procedure manuals for CSUHN Information Desk.

Manages the Still Point Reflection Space Operations, including :

• Assuring the space description, guidelines and directions are up-to-date on the CSU Health Network website and related space signage is up-to-date.
• Maintains space audiovisual, lighting, furniture and equipment and equipment-related reservation systems.
• Assures relaxation pod is serviced yearly.
• Monitors and stocks space related supplies.
• Trains Information Desk staff on space opening and closing procedures, reinforcing guidelines for use with patrons, operating the lighting system, daily cleaning and booking / use of the relaxation pod and biofeedback technology with the Manager of Well-Being.
• Helps promote advertisement of the space with CSU Health Network Communications.
• Reports out annually space and related-technology utilization through HEPS.

Percentage Of Time 30% Job Duty Category CSU Health Network Support Duty / Responsibility Cross train in various CSU Health Network department front desk areas

• Greets staff and visitors and assessing their needs.
• Answering questions (in person, phone, e-mail, etc.) or redirecting to the appropriate staff
• Upholding a high level of confidentiality, sensitivity and helpfulness.
• Schedules, intakes and help check in patients as needed.

Serves various roles on an Administrative Professional Selection Committee; Search Support, Committee Member, Hiring Authority, or Search Chair. Duties may include :

• Coordinates search committee meetings and schedules employee calendars.
• Posts job announcements to agreed-upon posting sites.
• Develops and maintains candidate files and record keeping throughout the search process; submits finalized search file to CSU Health Network HR to archive according to retention guidelines.
• Creates timeline and tracks progress.
• Reserves meeting rooms and arranges for use of equipment, secures catering and selects menus.
• Completes committee meeting minutes, including justification for applicant status changes.
• Moves applicants through the CSU Talent Management System based on disposition.
• Corresponds with applicants.
• Arranges finalist travel and hotel accommodations.
• Creates telephone and campus interviews agendas, prepares evaluation forms and other documents with committee.
• Sends regret letters and completes close out paperwork.

Additional Support

• Participates in committees in the organization as directed or by preference with management approval.
• Maintains a knowledge base and summary of CSU Health Network, HEPS, and other campus and community program and services and frequently asked questions for reference and assisting with response.
• Participates in quality improvement initiatives to enhance the quality of position processes and programs
• Other duties as requested by Management for which the position is qualified.

Percentage Of Time 20% Application Details