Intake & Administrative Analyst for the Center for Advocacy, Resources & Empowerment (CARE)

Student Health Services is excited to announce a new vacancy for the Intake & Administrative Analyst for CARE, the UCSC Center for Advocacy, Resources, &Empowerment, supporting survivors of sexual assault, stalking, and dating/domestic violence at UC Santa Cruz.

The Intake & Administrative Analyst provides administrative support to the CARE Office and staff, serving as the first point of contact for survivors seeking support services including crisis support, scheduling and caseload prioritization, management of confidential case files, and providing information to the campus community.

The largest employer in the county, rated as one of the most beautiful campuses, located on the coast overlooking Monterey Bay UC Santa Cruz employs over 3,100 people in staff positions. UC Santa Cruz staff have access to comprehensive benefits packages.

Here is a sample of those benefits:

• Medical, Dental & Vision Care Insurance Plans
• UC Retirement Plan
• Group Term Life Insurance
• Legal Insurance
• Pet Insurance
• Paid holidays plus accrued vacation and sick leave
• Discount at UCSC recreation facilities

For information on the comprehensive benefits package offered by the university visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Thank you for your interest in UC Santa Cruz.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 09-09-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

UC Santa Cruz (UCSC) Student Health Services (SHS) is a full-service medical facility offering clinical, educational, and psychological support to UCSC students. SHS is deeply committed to ensuring affordable, well-integrated, multidisciplinary healthcare that effectively supports the University's diverse campus communities through equitable access and culturally competent, high-quality programs and services.

The Primary Care Program includes primary care and same-day care, with the support of on-site radiology, a COLA-accredited high-complexity clinical laboratory, and a campus pharmacy. Counseling and Psychological Services (CAPS) supports UCSC students to maintain or improve their general well-being by providing a broad range of counseling, psychiatric services, consultation, and outreach services and programs. Other departments include CARE (Center for Advocacy, Resources & Empowerment); SHOP (Student Health Outreach and Promotion) home of the Condom Co-op; and Student Insurance Programs.

Student Health Services employs approximately 150 staff including physicians, psychiatrists, case managers, lab scientists, pharmacists, nurses, radiologists, and many other clinical and administrative staff. Student Health Services welcomes staff with interest and experience in working with students with a wide range of ethnic, cultural, and gender identities.

The Center for Advocacy, Resources & Empowerment (CARE) is the advocacy and prevention education office at UC Santa Cruz supporting survivors of sexual assault, stalking, and dating/domestic violence, as well as their significant others and allies. CARE also promotes a sex-positive consent culture on campus through programming, training, workshops, and other outreach to students, staff, and faculty.

More information can be found at:healthcenter.ucsc.edu & care.ucsc.edu

JOB SUMMARY

The Intake & Administrative Analyst for the Center for Advocacy, Resources & Empowerment (CARE) works under the supervision of the CARE Director and plays a crucial role by screening clients upon initial contact with CARE and assigning them to the appropriate advocate. The incumbent employs organizational and communication skill sets to screen survivors and make appropriate resource and support referrals for escalated and crisis clients. The Intake & Administrative Coordinator practices effective communication and empathy with individuals who have acute needs.

The Intake & Administrative Analyst serves as a bridge to direct services to the operational systems of our campus community and to support the overall operations of the office, supporting and maintaining collegial relationships with on and off-campus resources and providers. Operating with significant independence within a workplace serving victims of domestic violence, this role is critical and highly impactful.

APPOINTMENT INFORMATION

Budgeted Salary: $32.74/ hourly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Clerical Employees (CX)

Job Code Classification: ADMIN OFCR 2 CX (004263)

Travel: Never or Rarely

JOB DUTIES

40% - Administrative/Department Support

• Support the Director by accumulating and overseeing stats collection for impact reports for both advocacy and prevention services.
• Participate in the departmental analytical process by translating data to impact reports.
• Track client and consultation data on a daily basis and compile quarterly reports on visitors, appointments, and incoming calls.
• Assist advocates with the management and maintenance of client files and databases.
• Facilitate and track all incoming alternative training requests and process changes through the Learning Center (alternative training for mandated training for all staff/faculty/students).
• Perform website updates to communicate accurate and timely information on services.
• With the directive of the CARE Director, oversee the daily live feed of the CARE camera, IT/phone-related matters, call-tree oversight, and support CARE staff in submitting ticket requests. Oversee Information Technology (IT) ticket requests.
• Promote CARE by assisting interns with event coordination and outreach activities.
• Assist interns with the newsletter, list-serv, social media campaigns, and the distribution of flyers and event information.
• Update meeting agendas and CARE staff calendars.
• Support the operations of survivor circles and prevention work by overseeing the calendar and upcoming events.
• Communicate with Prevention Education Coordinators to delegate workshop and tabling requests, reserve event locations, prepare materials, order food, and help track event budgets and receipts.
• Manage the CARE office environment ensuring the office is maintained appropriately. Order and maintain office and advocate supplies.
• Take the lead in purchasing, reconciliation, and procurement responsibilities to support the business operations of CARE. Serve as point of contact for business operations at Student Health Center. Meet regularly with administrative staff at the Student Health Center to process paperwork for CARE events and expenditures, and coordinate facility requests. Assist CARE staff and interns with processing entertainment request forms and purchase orders for events. Track budgets and expenditures.
• Distribute incoming and outgoing mail and packages for the CARE office.

30% - Advocacy, Support and Alternative Education

• Serve as the initial contact for advocates by screening CARE appointment requests.
• Continually observe the service flow of intake to case assignments, and provide recommendations and support operational efficiency.
• Screen and assign client requests, prioritizing based on crisis needs, safety concerns, and levels of emotional distress.
• Create and facilitate a system and protocol to efficiently collect and organize client intake paperwork and data with a high level of detail and confidentiality.
• Collect and organize client intake paperwork and data with a high level of detail and confidentiality.
• Oversee the CARE email address, responding to all inquiries in a timely and appropriate manner.
• Distribute new clients to advocacy based on caseload, availability, and potential conflicts of interest. Communicate directly with advocates to have a high-level view of workload distribution.
• Respond to immediate crisis needs of survivors including safety planning, SAFE (Sexual Assault Forensic Exam) referrals, and supportive measures, in the absence of an available advocate.
• Take the lead in facilitating alternative education requests from the campus community. Routinely update CARE's alternative training based on the changes and requirements of campus-mandated SVSH-related training.
• Immediately communicate any safety concerns or urgent matters with the CARE Director.

30% - Service Coordination, Assessment and Response

• Serve as the initial point of contact for students, staff, and faculty seeking services of CARE. Greet visitors and provide warm, empathetic, service-oriented reception to the CARE office.
• Screen levels of emotional distress and needs of individual drop-in clients based on a defined protocol, including those in crisis, and assign priority appointments following current procedures.
• Provide appropriate levels of services of outreach and engagement needed per case, directly interact with CARE advocate staff, support the advocate assigned, initial resource outreach, and warm referrals.
• Explain advocacy services, service philosophy, and confidentiality to visitors as needed.
• Schedule advocacy appointments, using a high level of detail, organization, discretion, and understanding of advocate capacity.
• Provide educational information and emotional support in accordance with department guidelines to visitors as needed.
• Explain available services, the basis for the availability of care, and eligibility requirements for service.
• Inform clients/visitors of policies, procedures, and requirements.
• Respond to inquiries with appropriate information about the dynamics and impacts of sexual violence, domestic violence, and stalking.
• Maintain strict confidentiality and privilege within department guidelines and appropriate boundaries with CARE staff, interns, and volunteers.
• Utilize tact, discretion, and confidentiality in all communications with students, staff, and faculty visitors, as well as other campus staff and outside agencies.
• Inform the Director of potential problems or concerns involving students, staff, and front office operations.
• Be a representative of CARE in cross-department meetings to support students across campus.

Reception:

• Maintain a friendly and welcoming atmosphere, being conscientious of noise levels.
• Schedule and check in clients for scheduled appointments with CARE advocates following office protocol.
• Act as a main contact for incoming calls to CARE. Provide information, take messages, or route calls appropriately to staff or other campus units.
• Answer and handle all crisis calls and walk-ins appropriately.
• Perform these duties in adherence to established confidentiality and privilege guidelines.
• Oversight of the waiting area and upkeep of the common areas to ensure resources for clients are presentable and well-stocked.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience
• Commitment to working in an organization dedicated to the anti-violence movement
• Ability to work with individuals who have experienced sexual assault, stalking, dating/domestic violence, childhood sexual abuse, or sexual harassment
• Professional skills of objectivity and insight to screen appointment crisis, providing initial intervention and safety services, and referring to appropriate services
• Experience in client support in a sensitive or confidential setting, including reception or client management
• Ability to listen and anticipate the needs of clients and to respond quickly to problem-solve appropriately
• Excellent written communication skills with demonstrated effectiveness in interacting with clients of various social, cultural, economic, and educational backgrounds and professional roles
• Excellent verbal communication skills with demonstrated effectiveness in interacting with clients, students, staff, and parents of various social, cultural, economic, and educational backgrounds and professional roles
• Demonstrated ability to work effectively in a college/university setting
• Related administrative experience with knowledge of standard office procedures and equipment (e.g. computers, internet)
• Ability to exercise appropriate judgment and discretion, particularly in sensitive or confidential matters
• Organizational and time management skills sufficient to coordinate and complete a number of competing assignments within established deadlines
• Ability to handle multiple projects simultaneously and manage time efficiently, while navigating frequent interruptions
• Demonstrated commitment to diversity, social justice, and cultural competence and the ability to work in a multicultural environment
• Ability to take initiative, identify and make recommendations for improved and/or streamlined processes
• Computer proficiency and the ability to use standard office equipment and software, including Mac computers, printer/scanners, Microsoft Word and Excel, Google software (Gmail, Drive, Calendar, etc.)

PREFERRED QUALIFICATIONS

• Demonstrated knowledge and application of trauma-informed approaches to client reception and care
• Strong knowledge of dynamics of power-based interpersonal violence, trauma-informed practices, supporting survivors
• Experience working at a campus advocacy office, rape crisis center, domestic violence shelter, or other advocacy agency
• Bilingual in Spanish and/or Mandarin
  

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a valid license to drive in the state of California.
• Complete HIPAA (Health Insurance Portability and Accessibility) training within 30 days of hire; Complete Title IX (Sexual Harassment) training every two years.
• Complete and Maintain the 65-hour training certification for Sexual Assault and Domestic Violence Counselors.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to work occasional evenings and weekends as directed.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://drive.google.com/file/d/1hUBiz3WS3zErEGOhSOu7KZZPzGkTwr_2/view?usp=sharing. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination