Prpgram Administrator, PsyD Counseling Psychology Program

Pacifica Graduate Institute is a privately accredited graduate school located near the coastal community of Santa Barbara, CA. Pacifica offers masters and doctoral degrees in psychology, mythological studies, and humanities, and is currently seeking a Program Administrator, PsyD Counseling Psychology Program.

SUMMARY: Provide administrative support for the PsyD Counseling Psychology program, including all session-related planning and support, preparation of curricular materials, and student affairs-related support.

RESPONSIBILITIES OF ALL COUNSELING PSYCHOLOGY PROGRAM ADMINISTRATORS:

Attend Fall Quarter Student Orientations

Attend departmental meetings, including quarterly Faculty & Staff Council meetings, quarterly Chair & Staff Gatherings, in-services, and orientations

Receive and respond to student inquiries

Receive and respond to inquiries from faculty, teaching assistants, and guest speakers

Remain visible to students while in session; host PA table in dining room at least once per session

Provide support and training for new faculty as needed

Provide support and training for new staff as needed

Provide proofreading of programmatic materials completed by other staff or faculty as needed

Oversee and maintain departmental files

Conforms to institutional policies and procedures and adhere to diverse, equitable, and inclusive practices.

SPECIFIC RESPONSIBILITIES OF PSYD COUNSELING PSYCHOLOGY ROGRAM ADMINISTRATOR:

Collect and process attendance rosters for all tracks

Collect and process grade rosters and Incomplete forms for all tracks

Create and maintain quarterly student section lists

o Create quarterly section lists for all courses split into student sections

o Include printed section lists with all printed session schedules

o Provide section lists to Director of Research, Director of Clinical Training, Program Chairs, and departmental staff

o Provide section lists to PA 2 for upload to Faculty and Student Resource Centers and distribution to EdTech for D2L section lists

Coordinate with Student Disability Office Coordinator with due dates or programmatic deadlines as needed

Coordinate with Faculty/Student Liaison for distribution of forms or Liaison feedback notes to students as needed

Coordinate quarterly Faculty Notice/Request for Course Materials

o Syllabi

 Provide templates to faculty for quarterly syllabi creation

 Coordinate submission of all faculty syllabi drafts

 Submit syllabi to Program Chair(s) for curricular review and approval

 Following curricular approval from Program Chair(s) proofread all syllabi, make corrections in APA or general formatting as needed, update cover page, update due dates

 Send corrected and formatted syllabi to faculty for final review

 Provide finalized syllabi to PA 2 for upload in D2L

 Contribute to ongoing improvements to syllabi procedures and formatting

 Ensure consistency and uniformity of syllabi

o Book Order

 Receive and confirm faculty textbooks for each course

 Compile quarterly book order and provide to Bookstore

 Coordinate with Bookstore manager on any questions or procedure updates

 Coordinate with PA2 for upload of quarterly required textbooks to D2L

o Emergency Lesson Plans/Course Materials

 Receive and confirm faculty have submitted emergency lesson plans and course materials for each course

 Maintain all course files via the M Drive

o Session Prep Request Forms

 Receive and confirm faculty needs for their quarterly course

Physical classroom setup

AV requests

Meal requests

Forward any travel or lodging requests to Department Administrator

Coordinate all residential session preparation logistics for all sessions of all tracks

o Session Schedules

 Create and maintain quarterly Session Schedules for all tracks

Create Session Schedules for 1st, 2nd, and 3rd year students

Request departmental meeting schedules and information from Directors of Research & Clinical Training, Financial Aid, Student Accounts, Faculty Liaison, Academic Affairs, etc.

Email session schedule to each cohort of each track of students ahead of the residential session

o Include relevant materials based on session (i.e. distribution of Student & Class Rep Form with Session II materials, etc.)

Email session schedule and relevant materials to all faculty and staff ahead of the residential session

Email session schedule to Session Schedule Recipients email address ahead of the residential session

Print hard copies of session schedules to be placed in the lobby for each residential session

Post hard copies of session schedules on dining hall bulletin boards

Coordinate with PA 2 for posting of session schedules in D2L

o Meal Counts

 Confirm faculty and staff meal counts for each meal of each session

 Coordinate meal reservations with Guest Services

 Provide meal count information to Department Administrator for budgetary tracking

o Room Setup Requests

 Confirm faculty wishes for all room setups for all residential sessions

 Coordinate with Housekeeping and provide instruction for all room setups

o Special Room Requests

 Art Boxes

 Yoga Mats/Serapes

 Sand Trays and Sand Play Cabinet

o A/V Requests

 Confirm faculty wishes for all classroom A/V requests

 Coordinate with A/V support for requests and to schedule faculty support from A/V as needed

o Coordinate with PA 3 to manage/inventory all session related materials

 Art Boxes

 Yoga Mats/Serapes

 Sand Trays and Sand Play Cabinet

o In-Session Support

 Support faculty with any questions or needs while on campus for residential sessions, or in planning for teaching at residential sessions.

 Support student with any questions or needs while on campus for residential sessions, or in planning for attendance at residential sessions.

 Reply to student inquiries regarding session-related items including potential absences

Provide Student Affairs functions for the PsyD Counseling Psychology program

o Provide tracking and support for student academic status in coordination with Department Chair(s), faculty, and staff

 Provide periodic updates and reporting on student status to faculty and staff

 Monitor student status and progress toward program completion

o Create and maintain academic plans for students when needed and provide to supporting departments as requested

o Coordinate with Admissions and relative departments to provide academic plans for re-applying students as requested

o Monitor Education Council cases and outcomes in coordination with Program Chair(s)

o Provide periodic review of student transcripts

 Advise students on protocol for remediation of failed or non-completed courses

 Provide feedback and tracking for students on academic probationary status

 Provide support for nearly completed students on outstanding degree requirements

o Track students with incompletes, tutorials, extended tutorials, and independent studies

 Advise students on protocol for various academic processes and statuses

 Support faculty with remediation of outstanding student grades, including submission of Grade Change Forms and other documentation to Registrar’s Office

o Prepare student attrition and retention reports as needed and requested

o Coordinate with Registrar’s Office to confirm student status for Commencement

o Monitor faculty referrals to and student use of Pacifica’s writing tutors

QUALIFICATIONS

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above and below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to read and comprehend complex instructions, correspondence and data; strong organizational, administrative, and time-management skills; strong verbal and written communication skills; ability to identify issues and creatively problem-solve on a variety of issues; effective presentation and interpersonal skills; and strong ability to exercise sound and experienced judgment based on thorough knowledge.

EDUCATION and/ or EXPERIENCE

Minimum of a Bachelors degree required, Masters degree or higher is preferred

COMPUTER SKILLS

PC literate; MS Office (including Word and Excel)

General Office equipment

PowerCampus experience preferred

Specialized database experience preferred

Online learning experience (D2L)

Pacifica Graduate Institute is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy.

To apply, please submit a cover letter, resume and three professional references.