Program Administrator, Psyd Counseling Psychology

2 weeks ago

Carpinteria, United States Pacifica Graduate Institute Full time

**Description**:
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).

**Examples of Duties**:

- 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
- 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
- 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
- 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
- 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
- Include relevant materials based on session (i.e. distribution of Student & Class Rep Form with Session II materials, etc.)- 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
- Meal Counts- Confirm faculty and staff meal counts for each meal of each session
- Update faculty/staff meal spreadsheet and send to Guest Services
- 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
- Special Room Requests- Art Boxes
- Yoga Mats/Serapes
- Sand Trays and Sand Play Cabinet
- 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
- 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)
- 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-relat

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