Clerical Support Supervisor

UC Santa Cruz Student Health Services has a new job opening in Patient Support Reception. Are you an experienced supervisor with a passion for keeping clinic operations running smoothly and efficiently? Join our team as a Clerical Support Supervisor and play a key role in ensuring exceptional service and compliance across our Same Day Care, Primary Care, and Optometry departments.

UC Santa Cruz is the county's largest employer and one of the most beautiful campuses in the nation. Perched on the coast overlooking Monterey Bay, our main campus offers a stunning setting and a vibrant community where over 3,100 staff members build meaningful careers, enjoy comprehensive benefits, and contribute to a mission that makes a difference.

UCSC offers staff a comprehensive benefits package designed to support health and well-being.

Here is a sample of benefit options:

• Medical, dental, and vision insurance plans
• UC Retirement Pension Plan
• Optional life, legal, and pet insurance
• Paid holidays, plus accrued vacation and sick leave
• Discounts at UCSC recreation facilities

For details, please visit: UCnet-Benefits

Thank you for your interest in joining the UC Santa Cruz community.

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 website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-17-2025

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 offers primary care and same-day care services, supported by on-site radiology, a COLA-accredited clinical laboratory, and the campus pharmacy offering prescription and over-the-counter products. Counseling and Psychological Services, Case Management, and Psychiatry services are available for crisis intervention, mental health support, and outreach services.

Additional departments include Student Health Outreach and Promotion (SHOP), home of the Condom Co-op, the Cove Collegiate Recovery Program (CCRP), where students receive harm-reduction and recovery services; CARE (Center for Advocacy, Resources & Empowerment) the advocacy and prevention education office that supports those who have experienced sexual assault, stalking, and dating/domestic violence; Optometry, and Student Insurance and Referral Programs.

Student Health Services employs approximately 150 staff and welcomes staff with an interest and experience working with college students with a wide range of ethnic, cultural, and gender identities.

More information can be found at: https://healthcenter.ucsc.edu

JOB SUMMARY

The Clerical Support Supervisor supervises clinic support operations to ensure compliance with Student Health Services policies, patient protocol, and accreditation standards. The position oversees and directs the daily delivery of patient support clerical services for the Same Day Care Clinic, Primary Care Clinic, and Optometry Department, ensuring accountability and compliance with departmental standards and procedures.

APPOINTMENT INFORMATION

Budgeted Salary: $73,000 - $80,000/annually. Salary commensurate with skills, qualifications and experience.
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: Non-Represented

Job Code Classification: ADMIN SUPV 1 (007374)

Travel: Never or Rarely

JOB DUTIES

30% - Staff Oversight & Coordination

• Supervises real-time operations to ensure appropriate staffing levels. Adjusts schedules daily to maintain optimal staff-to-appointment ratios. Proactively responds to unanticipated clinician absences by rescheduling or securing alternate coverage, using sound judgment and operational awareness
• In support of clinic leadership, analyzes FTEs and clinic utilization quarterly, developing and implementing recommendations for appointment templates, staffing matrices, and clinic schedules
• Provides coverage during staff outages, including scheduled vacations, sick leave, or unexpected absences
• Trains and oversees staff use of multiple clinical and administrative systems

25% - Administrative Leadership & Supervision

• Supports tabling events throughout the academic year as needed to promote services
• Provides administrative and supervisory duties for patient support staff
• Maintains and monitors leave requests, analyzes impacts on clinic operations, and advises clinical supervisors accordingly
• Maintains confidentiality and demonstrates professionalism in all communications and decisions involving sensitive or protected information
• Hires and trains new patient support staff. Audits and approves time records for direct reports. Provides coaching and professional development opportunities. Recommends personnel actions. Performs probationary and annual performance appraisals

25% - Template Management

• Ensures access to care by monitoring appointment utilization and adjusting the balance between pre-scheduled and same-day appointments
• Develops and builds appointment templates that promote efficient use of clinical time while meeting patient demand

20% - Technical Systems & Data Analysis

• Oversees the use of multiple clinical and administrative systems, including EMR, scheduling databases, and IT platforms
• Coordinates with IT and external departments to resolve system issues and support reporting needs
• Manages SHS telecommunications systems. Monitors performance, updates system functions, and makes process improvement recommendations based on analysis

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and/or equivalent experience/training.
• Extensive administrative and organizational skills with the ability to manage multiple concurrent priorities in a fast-paced healthcare environment or a similar complex setting.
• Proven successful experience supervising or supporting staff in a healthcare or a similar complex setting.
• Strong judgment, diplomacy, and interpersonal skills for effective collaboration with multidisciplinary teams, students, and university departments.
• Demonstrated ability to initiate process improvements, resolve issues, and ensure operational efficiency.
• Proficiency in using electronic record-keeping systems and standard office software (e.g., EMR, scheduling databases, MS Word, email).
• Ability to effectively handle difficult, sensitive, and confidential situations tactfully.
• High level of customer service skills. Experience with managing customer complaints and providing appropriate resolution.
• Flexibility and the ability to adapt to various administrative roles within the department.

PREFERRED QUALIFICATIONS

• Prior supervisory experience in a clinical or healthcare administrative setting.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Must possess CPR/First Aid/AED certification or have the ability to obtain it within 60-calendar days of hire.
• Selected candidate will be required to take a TB test within 60 days of hire.
• Complete Health Insurance Portability and Accessibility (HIPAA) training within 30 days of hire.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Will be required to comply with current Student Health Center employee health safety requirements for health care workers as defined by state and federal regulatory agencies. Current health safety requirements are discussed during interview.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• 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.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

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

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.