Clinic Administrative Assistant (Part-Time, Temporary, Hourly)

About the role

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

• Answer phones/Greet and assist clients and students
• 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
• Maintain tests, test protocols, and clinic supplies
• Prepare clinic for the start of services each term (e.g., VALT, badges, business cards, clinician packets)
• 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
• Cook up 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
• 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
• Aid in 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

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.
• 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

Conditions 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.

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 of 1964, 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 discriminatory preferential 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.