Program Administrator - Counseling Department

Program Administrator - Counseling Department

01 Mar 2024
California, Santa barbara 00000 Santa barbara USA

Program Administrator - Counseling Department

Vacancy expired!

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 Full-Time Program Administrator, Counseling Department. The work schedule is Tuesday through Saturday.

SUMMARY

To support the program chair, students, and faculty in carrying out all phases of the academic program, including, but not limited to: student and faculty support, departmental administrative and academic support, session preparation, Desire2Learn, and interdepartmental support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Student and Faculty Support:

Coordinate with the offices of Admissions, Registrar, and Guest Services in preparation for fall quarter program start and subsequent quarters throughout the year.

Prepare for and attend Student and Faculty Orientations.

Cultivate, implement, maintain, and report on ongoing relationships with current and prospective students.

Remain visible to students while they are in session and host a PA table in dining room once per session.

Provide current and accurate information to students regarding coursework and program policies & procedures.

Serve as liaison between administration, core & adjunct faculty, teaching assistants, guest speakers, staff, and students in the interpretation of policies and procedures.

Orient new faculty as needed.

Departmental Administrative and Academic Support:

Collaborate on the revision of policies and procedures and recommend changes as needed.

Review and propose annual Student Handbook, Faculty Handbook.

Oversee and maintain departmental electronic files.

Attend weekly PA meeting with Program Chair.

Attend faculty council meetings, take minutes, and report on issues as needed.

Coordinate Quarterly Faculty Notice/Request for Syllabi, Book orders, and Course Materials.

Coordinate with bookstore on all relevant matters.

Prepare, process, and track contracts for adjunct, addendum, guest speaker, teaching assistant, portfolio thesis advisors, and oral examiners. Process timecards for meetings and orientations.

Maintain current and accurate data in the program academic curriculum overview, updating quarterly/continuously.

Monitor and support the online learning (D2L) quarterly course construction providing course-shell setup requests to IT and maintaining the online/hybrid calendar.

Coordinate and prepare digital program information to be uploaded to the Resource Centers on D2L: Faculty, Student, Process, Clinical, and Research.

Coordinate with EdTech, IT, regarding D2L online courses, Resource Center setup and occurring issues.

Provide support and training for new staff.

Assist with updates to the program's webpage as needed by providing needed materials and faculty information to the marketing team.

Coordinate the quarterly Session Preparation and logistics, including session schedules, meal counts with Guest Services, room setup requests for Housekeeping, audio/visual classroom needs request for AV Support, Evening Training materials, faculty office hours, Process/Clinical Practice/Research sections/rosters, student email lists, student directory, emergency contact list, faculty contact roster, and student/program newsletter.

Collect and process course attendance rosters.

Collect and process course grade rosters and incomplete forms in coordination with the office of the Registrar.

Create and update yearly program academic calendars.

Coordinate with Reception regarding room reservations & releases, mailboxes, & program support.

Create and maintain the Faculty and Student Resource Directories.

Coordinate and process program check requests/reimbursements for faculty lodging & transportation, office and academic supply orders.

Coordinate and attend departmental events.

Work within existing guidelines, procedures, and policy with some interpretation and/or consultation required.

Execute all other duties as assigned including committee work, budget report, and special projects.

Prepare and maintain BBS, WASC, accreditation files.

Participate in regularly scheduled interdepartmental meetings.

Attend campus community PA meetings.

EDUCATION and/or EXPERIENCE

Bachelor's degree required; Master's preferred.

3-5 years in an administrative and/or educational experience.

Student service experience preferred.

Knowledge of counseling preferred; interest in counseling required.

Counseling skills a plus.

Excellent listening and comprehension skills required.

COMPUTER SKILLS

PC literate; MS Office (including Word and Excel).

General office equipment.

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.

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