M.A. COUNSELING PSYCHOLOGY PROGRAM ACADEMIC SESSION ADMINISTRATOR
Job Title: M.A. Counseling Psychology Program Academic Session Administrator
Department: Counseling Psychology
Supervisor: Department Chair(s)
Status: regular, full-time, non-exempt
ESSENTIAL DUTIES AND RESPONSIBILITIES
This role has a Tuesday - Saturday work week (40 hours/week).
RESPONSIBILITIES OF ALL COUNSELING PROGRAM/DEPARTMENTAL ADMINISTRATORS:
Attend Fall Quarter Student Orientations and host student welcome tables
Attend quarterly Faculty & Staff Council Meetings
Attend quarterly Department Chair & Staff Gatherings
Attend Counseling Community Gatherings & Retreats
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 departmental 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 ACADEMIC SESSION ADMINISTRATOR:
Distribute, collect and process attendance rosters for all tracks of the MA Counseling Psychology Program
Collect and process grade rosters and Incomplete forms for all tracks of the MA Counseling Psychology Program
Create and maintain quarterly student section lists for relevant MA Counseling Psychology Program courses
o Create quarterly section lists for all Process of Psychotherapy courses (CP515, CP516, CP517)
o Create quarterly section lists for all Clinical Practice residential courses (CP610, CP611, CP612)
o Create quarterly section lists for all Research courses (CP650A, CP650B, CP650C, CP651A, CP651B, CP651C)
o Coordinate with MA Counseling Student Affairs Coordinator for any student updates
o Send section lists to all students and relative faculty prior to first session of each quarter
o Provide section lists to Director of Research, Director of Clinical Training, Coordinator of Process of Psychotherapy, and Department Co-Chairs
o Provide section lists to E-Learning Administrator and to Ed Tech Administrator for D2L facilitation
o Provide section lists to Academic Affairs Office for quarterly student evaluation processes for small section courses
Coordinate quarterly Faculty Notice/Request for Course Materials for the MA Counseling Psychology Program
o Syllabi
Provide templates to faculty for quarterly syllabi creation
Coordinate submission of all faculty syllabi drafts
Submit syllabi to Department Co-Chairs 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 all tracks of the MA Counseling Psychology Program
o Session Schedules
Create and maintain quarterly Session Schedules for all tracks
Create Session Schedules for 1st, 2nd, and 3rd year students for all tracks
Request departmental student-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 institutional 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
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 Supplies
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 Evening Trainings
Create internal attendance rosters for all evening trainings and email to faculty
Collect evening training attendance rosters and provide electronic copies to all daytime Process of Psychotherapy course faculty
o Manage/Inventory all session related materials
Art Supplies
Yoga Mats/Serapes
Sand Trays and Sand Play Cabinet
o Sand Play Cabinet Key Holder
Oversee departmental new admit student tracking
o Create an internal new student tracking sheet for the upcoming academic year
o Regularly reconcile the internal tracking sheet with data provided by Student Services
o Ensure administrative team members adhere to the communication timeline and provide notice of any adjustments needed
Provide support with departmental special event planning in collaboration with the Director of Administration
o Track faculty and staff RSVPs
o Confirm faculty, staff, and student meal counts
o Submit room setup requests to Housekeeping
o Assist with event setup or breakdown as needed
Support faculty with any questions or needs while on campus for residential sessions, or in planning for teaching at residential sessions.
Support students 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 or change of tracks
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.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to mediate and resolve issues; ability to determine issues and creatively problem-solve; ability to engage other departments in meaningful dialogue and articulate issues faced by the department; and ability to analyze the complex and make simple.
COMPUTER SKILLS
PC literate; MS Office (including Word and Excel).
General Office equipment.
PowerCampus experience preferred.
D2L experience preferred.
MISSION
Contributes to personal, cultural, and planetary concerns of this era through individual and/or collective activities and shepherds students in attainment of their educational goals.
PAY RATE
$27/hour
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.
Please apply on: https://www.schooljobs.com/careers/pacifica