CAPS Clinical Support Specialist

BLANK AST 3 (004722)

UCPath Position ID: MI-DPT520000-JC004722-PD168915

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1121481

Approved Date:

12/12/2025 2:33:29 PM

Date Last Edited:

12/12/2025 2:33:24 PM

Last Action Effective Date:

5/2/2018

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7000O

Organization:

VC STUDENT AFFAIRS

Division Code:

7400D

Division:

STUDENT DEVELOPMENT

Department:

520000 - STUDENT SERVICES

Position Details

UCPath Position Number:

MI-DPT520000-JC004722-PD168915

Position Description ID

168915

UC Payroll Title:

BLANK AST 3 (004722)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40062478

Reports to Payroll Title:

CLINIC OPS ADM 4

UCPath Department Head Position Number:

40063681

Department Head Payroll Title:

BEH HEALTH CNSLNG MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Support the mission of UCLA Counseling & Psychological Services (CAPS) and the University by providing professional-level support as member of the UCLA CAPS clinical support team. Duties include a high level of patient confidentiality including: acting as a point person for student eligibility-related questions e.g. verifying registration information via campus mainframe system; transmission of outside referral information to approved providers including but not limited to scanning documentation, providing patient instructions for scheduling appointments, updating contact information for outside providers, and tracking of daily/monthly referrals. High-volume scheduling coordination, in-person and by phone using the CAPS electronic medical record, including but not limited to clinical template reconciliation, maintenance of group and individual calendars, checking/receiving/distributing voice messages and screening/directing phone calls to appropriate department/staff. Scheduling of departmental resources including equipment and space, for internal and external use.

Clinic Support

Coordinate high-volume appointments by phone and in-person, managing clinical templates and calendars using CAPS EMR. Schedule departmental resources for internal and external use. Manage CAPS common spaces, securing confidential patient information. Provide information on CAPS services to students, parents, and visitors. Scan documents into CAPS EMR. Facilitate prescription and document pick-up. Administer in-house screening tests and surveys. Maintain specialized equipment (iPads, flash drives, projectors, laptops). Offer expertise on eligibility and fees. Assist with special projects or tasks as assigned by the CAPS Administrative Services Director or designee.

50%

Operations

Support Training Program Director and Assistant Director by scheduling internship interviews, compiling evaluations, coordinating events, and troubleshooting intern video recording software. Perform in-house billing, monitor office supply needs, and restock as needed. Provide IT support for CAPS devices and liaise with the Office Technology Center or Ashe Center IT for specialized consultation. Assist with facility needs, including emergency preparedness, safety/security audits, and liaising with custodial and trades staff. Plan and execute CAPS events, secure spaces, order catering, and prepare materials. Process information release requests, execute ergonomic accommodations, and handle special projects as assigned.

30%

Outreach and Marketing

Prepare CAPS outreach bundles for events and provide information at CAPS tabling events. Monitor outreach swag levels and maintain the CAPS website. Handle special projects or tasks as assigned by the CAPS Administrative Services Director.

10%

Administrative Support to CAPS Leadership

Provide general administrative support to CAPS Leadership Team as requested and/or assigned including calendar reconciliation, meeting coordination, event planning, data collation, etc.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School Diploma

or equivalent experience

Required

Degree from accredited 4-year college or university.

Preferred

Ability to communicate effectively and diplomatically with a diverse group of students, faculty, and administrators, both individually and in group settings

Required

In all interactions, demonstrates professionalism, diplomacy, courtesy, empathy, and sensitivity to the emotional and physical status of others.

Required

Experience with patient electronic medical records systems/software.

Preferred

Skill in working independently, thinking critically, and following through on assignments with minimal direction and supervision

Required

Ability to recognize problems and generate alternatives or offer solutions based on knowledge of CAPS procedures and existing guidelines

Required

General knowledge of student health policies and procedures, specifically as they relate to University student registration dates and deadlines and the UC Student Health Insurance Plan (UC-SHIP).

Preferred

Ability to handle confidential and sensitive information appropriately. - Required Communication skills (written, verbal) to convey accurate information to individuals at all levels of the organization.

Required

Skill in using a PC, and knowledge of software including MS Office.

Required

Organizational skills to prioritize work and meet deadlines when faced with competing requirements and frequent interruptions.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Clinical Setting

Location Setting:

Campus

Location:

CAPS

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.