What are the responsibilities and job description for the Administrative Assistant, Counseling Psychology Department position at Pacifica Graduate Institute?
Job Title: Administrative Assistant, Counseling Psychology Department
Department: Counseling Psychology
Supervisor: Department Chair(s)
Status: Temporary, part-time, non-exempt
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This role has a Tuesday, Wednesday, Friday work schedule (20 hours/week) voluntary remote option available
The Administrative Assistant is responsible for providing a variety of moderate to complex administrative, organizational and technical duties in support of the day-to-day operations of the Counseling Psychology department.
RESPONSIBILITIES OF ALL COUNSELING PROGRAM/DEPARTMENTAL ADMINISTRATORS:
- Attend quarterly Faculty & Staff Council Meetings
- Provide proofreading of departmental materials completed by other staff or faculty as needed
- Oversee and maintain departmental files
- Support new admit student welcome process
SPECIFIC RESPONSIBILITIES OF ADMINISTRATIVE ASSISTANT:
- Oversee departmental new admit student tracking
- Create an internal new student tracking sheet for the upcoming academic year
- Regularly reconcile the internal tracking sheet with data provided by Student Services
- Ensure administrative team members adhere to the communication timeline and provide notice of any adjustments needed
- Coordinate with Student Services regarding any discrepancies in tracking or questions regarding track changes, withdrawals, deferments, etc.
- Include onboarding and greeting information
- Support of departmental quarterly planning materials
- Populate quarterly planning grids with instructor assignments, classroom assignments, class and meal times, etc.
- Track and note instructor changes and/or substitutions
- Proofread materials, including student evaluations and report on any issues
- Maintenance of departmental files
- Ensure all essential files are saved in the M Drive and titled correctly in accordance with the M Drive Organization Guidelines
- Copy finalized documents (attendance roster tracking sheets, grade roster tracking sheets, etc.) from Teams to the M Drive
- Rename files as needed
- Coordinate with staff to locate missing documents as needed
- Tracking of Faculty for MA and PsyD:
- Current CV, Bio’s and pictures
- Areas of expertise
- Areas of interest to teach
- Availability to substitute
- Maintain file of faculty candidates and TA’s
- Onboarding support with Welcome email and Announcement
- Tracking of MA and PsyD student enrollment status changes
- Track notices of enrollment status changes as communicated and including by the Office of the Registrar:
- Track changes (temporary and permanent)
- Leaves of Absence (LOA)
- Withdrawals
- Inactive status
- Attendance
- Document changes and notify relevant parties
- Keep track of students returning from LOA and notify relevant parties upon their return
- Maintain Administrative Assistant handbook to document tasks and procedures for the role and update regularly
- Special projects, as needed, as assigned by the Department Chairs and Director of Administration
QUALIFICATIONS
To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above and below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read and comprehend complex instructions, correspondence and data; strong organizational, administrative, and time-management skills; strong verbal and written communication skills; ability to identify issues and creatively problem-solve on a variety of issues; effective presentation and interpersonal skills; strong ability to exercise sound and experienced judgment based on a thorough knowledge; and ability to engender respect from staff.
EDUCATION and/or EXPERIENCE
Bachelor’s degree required
1-3 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.
Job Title: Administrative Assistant, Counseling Psychology Department
Department: Counseling Psychology
Supervisor: Department Chair(s)
Status: Temporary, part-time, non-exempt
ESSENTIAL DUTIES AND RESPONSIBILITIES
This role has a Tuesday, Wednesday, Friday work schedule (20 hours/week) voluntary remote option available
The Administrative Assistant is responsible for providing a variety of moderate to complex administrative, organizational and technical duties in support of the day-to-day operations of the Counseling Psychology department.
RESPONSIBILITIES OF ALL COUNSELING PROGRAM/DEPARTMENTAL ADMINISTRATORS:
- Attend quarterly Faculty & Staff Council Meetings
- Provide proofreading of departmental materials completed by other staff or faculty as needed
- Oversee and maintain departmental files
- Support new admit student welcome process
SPECIFIC RESPONSIBILITIES OF ADMINISTRATIVE ASSISTANT:
- Oversee departmental new admit student tracking
- Create an internal new student tracking sheet for the upcoming academic year
- Regularly reconcile the internal tracking sheet with data provided by Student Services
- Ensure administrative team members adhere to the communication timeline and provide notice of any adjustments needed
- Coordinate with Student Services regarding any discrepancies in tracking or questions regarding track changes, withdrawals, deferments, etc.
- Include onboarding and greeting information
- Support of departmental quarterly planning materials
- Populate quarterly planning grids with instructor assignments, classroom assignments, class and meal times, etc.
- Track and note instructor changes and/or substitutions
- Proofread materials, including student evaluations and report on any issues
- Maintenance of departmental files
- Ensure all essential files are saved in the M Drive and titled correctly in accordance with the M Drive Organization Guidelines
- Copy finalized documents (attendance roster tracking sheets, grade roster tracking sheets, etc.) from Teams to the M Drive
- Rename files as needed
- Coordinate with staff to locate missing documents as needed
- Tracking of Faculty for MA and PsyD:
- Current CV, Bio’s and pictures
- Areas of expertise
- Areas of interest to teach
- Availability to substitute
- Maintain file of faculty candidates and TA’s
- Onboarding support with Welcome email and Announcement
- Tracking of MA and PsyD student enrollment status changes
- Track notices of enrollment status changes as communicated and including by the Office of the Registrar:
- Track changes (temporary and permanent)
- Leaves of Absence (LOA)
- Withdrawals
- Inactive status
- Attendance
- Document changes and notify relevant parties
- Keep track of students returning from LOA and notify relevant parties upon their return
- Maintain Administrative Assistant handbook to document tasks and procedures for the role and update regularly
- Special projects, as needed, as assigned by the Department Chairs and Director of Administration
QUALIFICATIONS
To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above and below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read and comprehend complex instructions, correspondence and data; strong organizational, administrative, and time-management skills; strong verbal and written communication skills; ability to identify issues and creatively problem-solve on a variety of issues; effective presentation and interpersonal skills; strong ability to exercise sound and experienced judgment based on a thorough knowledge; and ability to engender respect from staff.
EDUCATION and/or EXPERIENCE
Bachelor’s degree required
1-3 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.
Salary = Median = $20.49/hr
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.
Qualifications
- Clerical experience
- Driver's License
- Non-CDL Class C
- CDL
- Food Handler Certification
- Home Care Aide Certification
- ServSafe
Job Types: Part-time, Temporary
Pay: $20.00 - $20.49 per hour
Expected hours: 20 per week
Benefits:
- 401(k)
- Paid time off
Schedule:
- Day shift
Ability to Commute:
- Carpinteria, CA 93013 (Required)
Ability to Relocate:
- Carpinteria, CA 93013: Relocate before starting work (Required)
Work Location: Hybrid remote in Carpinteria, CA 93013
Salary : $20 - $20
