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Academic Session Administrator

3 months ago

Carpinteria, United States Pacifica Graduate Institute Full time

**Description**:
**ESSENTIAL DUTIES AND RESPONSIBILITIES**

**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
- Create quarterly section lists for all Process of Psychotherapy courses (CP515, CP516, CP517)
- Create quarterly section lists for all Clinical Practice residential courses (CP610, CP611, CP612)
- Create quarterly section lists for all Research courses (CP650A, CP650B, CP650C, CP651A, CP651B, CP651C)
- Coordinate with MA Counseling Student Affairs Coordinator for any student updates
- Send section lists to all students and relative faculty prior to first session of each quarter
- Provide section lists to Director of Research, Director of Clinical Training, Coordinator of Process of Psychotherapy, and Department Co-Chairs
- Provide section lists to E-Learning Administrator and to Ed Tech Administrator for D2L facilitation
- 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
- **
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
- ** 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 all tracks of the MA Counseling Psychology Program
- ** 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
- 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
- ** 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

**Examples of Duties**:

- **Special Room Requests**
- Art Supplies
- 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
- ** Evening Trainings**
- Collect evening training attendance rosters and provide electronic copies to all daytime Process of Psychotherapy course faculty
- ** Manage/Inventory all session related materials**
- Art Supplies
- Yoga Mats/Serapes
- Sand Trays and Sand Play Cabinet
- ** Sand Play Cabinet Key Holder**
- Oversee departmental new admit student tracking
- Create an internal new student t