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University of California, Santa Cruz · 2 months ago

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

Santa Cruz County, CA

Full-time

Onsite

New Grad, Entry Level

$33.79/hr - $33.79/hr

The University of California, Santa Cruz is seeking an Intake & Administrative Analyst to support the Center for Advocacy, Resources & Empowerment (CARE). This role involves providing confidential intake and administrative support for individuals affected by sexual assault, stalking, and domestic violence, ensuring timely and accessible services.

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Responsibilities

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 into 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

Oversee 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 the point of contact for business operations at the 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

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

Serve as the initial point of contact for students, staff, and faculty seeking the services of CARE. Greet visitors and provide a 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, and support the assigned advocate with 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

Represent CARE in cross-department meetings to support students across campus

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

Qualification

Client support experienceCrisis intervention skillsOrganizational skillsComputer proficiencyTrauma-informed practicesCommunication skillsWork in multicultural environmentBilingual in SpanishBilingual in MandarinTime management skills

Required

High school diploma or equivalent experience

Commitment to working in an organization dedicated to combatting and preventing intimate violence

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 (computers, internet, etc.)

Ability to exercise appropriate judgment and discretion, particularly in sensitive or confidential matters

Organizational and time management skills sufficient to coordinate and complete competing assignments within established deadlines

Ability to handle multiple projects simultaneously and manage time efficiently, while navigating frequent interruptions

Ability to work in a multicultural environment

Ability to take initiative, identify and make recommendations for improved and 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.)