Pacifica Graduate Institute is an accredited graduate school offering masters and doctoral degree programs framed in the traditions in depth psychology. The Institute has established an educational environment that nourishes respect for cultural diversity and individual differences, and an academic community that fosters a spirit of free and open inquiry. Students have access to an impressive array of education resources on Pacifica’s two campuses, both of which are located between the coastal foothills and the Pacific Ocean, a few miles south of Santa Barbara, California.
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. The Program Administrator will conform to institutional policies and procedures and adhere to diverse, equitable, and inclusive practices.
This role has a Monday-Friday work week, with the exception of generally one Saturday and Sunday per month when students are in session during the Fall, Winter, and Spring Quarters (9 total times per calendar year), and variable additional days during the Summer Quarter. (40 hours/week).
RESPONSIBILITIES OF ALL COUNSELING PSYCHOLOGY PROGRAM ADMINISTRATORS:
Attend Fall Quarter Student Orientations and host student welcome tables
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
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
Support all new admit student communication and welcome processes
SPECIFIC RESPONSIBILITIES OF PSYD COUNSELING PSYCHOLOGY ROGRAM ADMINISTRATOR:
Distribute, collect, and process all attendance rosters for the PsyD Counseling Psychology Program
Collect and process all grade rosters and Incomplete forms for the PsyD Counseling Psychology Program
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 for the PsyD Counseling Psychology Program
o Syllabi
- Provide templates to faculty for quarterly syllabi creation
- Coordinate submission of all faculty syllabi drafts
- Submit syllabi to Department Chair(s) for curricular review and approval
- Send corrected and formatted syllabi to faculty for final review
- Work collaboratively with Counseling admin team for syllabi review
- Provide finalized syllabi to E-Learning Administrator for upload in D2L
- Contribute to ongoing improvements to syllabi procedures, formatting, and language
- Ensure consistency and uniformity of syllabi
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
Art supplies requests
Meal requests
Forward any travel or lodging requests to departmental Director of Administration
Coordinate all residential session preparation logistics for all sessions of the PsyD Counseling Psychology Program
o Session Schedules
- Create and maintain quarterly Session Schedules for all cohorts
Create Session Schedules for 1st, 2nd, and 3rd year students
Request departmental meeting schedules and information from all relevant teams and stakeholders
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
Post hard copies of session schedules on dining hall bulletin boards and provide to Reception team to post in lobby
Coordinate with E-Learning Administrator for posting of session schedules in D2L
o Meal Counts
- Confirm faculty and staff meal counts for each meal of each session
- Update faculty/staff meal spreadsheet and send to Guest Services
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
- Coordinate requests from ADA Office for student accommodations relative to the classroom setup
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 Manage/inventory all session related materials
- Art Supplies
- Yoga Mats/Serapes
- Sand Trays and Sand Play Cabinet
- Psychological testing kits and materials (in coordination with Department Chairs)
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 and Transfer Credit Agreement students as requested
o Monitor Education Council cases and outcomes in coordination with Department 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
EDUCATION and/ or EXPERIENCE
Bachelor’s degree required, Master’s degree preferred.
3-5 years in an administrative and/or educational environment.
LANGUAGE AND MATHEMATICAL SKILLS
Ability to read, write, speak, and receive instruction in English. Intermediate math required.
COMPUTER SKILLS
PC literate; proficient in MS Office (including Word, Outlook and Excel).
General Office equipment.
PowerCampus experience preferred.
D2L experience preferred.
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.
Apply on clicking this website:
https://www.schooljobs.com/careers/pacifica