Program Administrator

Job Details

Job Location
Hillsboro Professional Campus - OR

Description

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship and practice.

At Pacific University we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove, Hillsboro, and Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION:

Under the general supervision of the Dean and the Academics Senior Associate (ASA), this position will work directly with the PsyD Program Director and PsyD Director of Clinical Training. This position will provide clinical and programmatical support to the PsyD program. This position is essential to assist in the tracking, compliance, registration and success of our student training.

ESSENTIAL FUNCTIONS/ MAJOR RESPONSIBILITIES:
•  Track student compliance with state and site requirements (e.g., required screenings, trainings, and classes) and prepare proof of compliance for sites.
•  Prepare and maintain internship applicant records from year to year.
•  Provide general 'customer service' support to SGP students.
•  Assist in development and maintenance of internal and external databases for clinical training data.
•  Organize yearly clinical training fairs for masters and doctoral programs in conjunction with Pacific Psychology and Comprehensive Health Clinic Director and DCTs.
•  Attend monthly CHP Clinical Coordinators meetings.
•  Manage student registration for clinical training courses to the Registrar's Office.
•  Process and track submission of all clinical training student registration, student hours, student evaluations, and grade reports.
•  Manage clinical training listservs & additional manually created listservs.
•  Maintain listservs and Moodle accounts for graduating students.
•  Coordinate schedules with PDs for all terms throughout the AY along with ASA.
•  Notify PD of schedule discrepancies.
•  Run various reports as needed for each term (waitlist, section, roster, etc.)
•  Collect missing dissertation titles for the registrar for June and August conferrals.
•  Disseminate graduation info to students' families as needed along with ASA Process academic forms (add/drop, transfer, grade change, etc.)
•  Work with registrar on collecting grades at the end of each term Administer mentor/mentee assignments.
•  Serve as proctor for language testing and or serve as ad hoc proctor as needed.
•  Provide student academic transcript and/or student program information to PD.
•  Assist in processing of dissertation and thesis forms as needed.
•  Solicit feedback from students about clinical training sites and supervision and disseminate feedback.
•  Advise students regarding the process of practicum and fieldwork selection and placement.
•  In coordination with program DCTs, develop and refine practicum and fieldwork database management.
•  Develop and refine practicum and fieldwork contracts and affiliation agreements.
•  Keep accurate records of student evaluations and clinical training hours.
•  Maintain databases with information about contracts, hours, placements, and other clinical training information.
•  Assist DCT's with the annual placement process.
•  Initiate all Registrar related processes (add/drop courses, grade changes, petitions, late registration, etc.)
•  Register students for courses with corequisites; thesis and dissertation
•  Assist faculty with registration difficulties
•  Assist students with registration difficulties (add/drop courses, grade changes, petitions, late registration, etc.)
•  Extensive use of Colleague to access academic history and assist students with registration each term.
•  Provide general registration support for students.
•  Coordinate and implement special projects for the school as assigned.
•  Assist in preparing reports, presentations, memos, and other related documents.
•  Manage all aspects of SGP New Student Orientation along with ASA.
•  Collaborate with admissions and clinical training manager(s) on new student onboarding along with ASA.
•  SGP Web content manager along with ASA.
•  Assist with school events that occasionally occur outside of normal work week hours. Perform other related duties as assigned.

Other duties as directed by the Dean of SGP (including, but not limited to, Distance Learning Reports and subsequent updates for submission to the Assistant to the Executive Dean, securing rooms in preparation of multiple pre-internship, internship, and practicum student meetings. Update supervisor library privileges annually. Prepare exit paperwork for graduates, supervise graduate assistants, student workers, and other office staff on assigned projects).

JOB SCOPE:

The Program Administrator performs duties with minimal direction and supervision, operating from established directions and instructions. Must be able to work collaboratively with other department staff and administrative personnel and will be held accountable for all assigned areas of responsibilities. Decisions are made within general university policy constraints and often require independent decision making. Mistakes/errors may result in work stoppage, loss of business, poor customer relations, all which have negative implications for the university.

SUPERVISIOR RESPONSIBILITY:

The Program Administrator does not have supervisory responsibility for administrative staff, but does for student workers. This responsibility includes employee training, approving time cards and making any recommendations for hiring, terminations, job changes and training.

Qualifications

EDUCATION AND/OR EXPERIENCE:

Must possess strong management skills with specialized training in database and record-keeping work and Oregon laws related to clinical placements of students in community sites. Experience in databases and detailed record management, including ability to analyze and interpret clinical training data. Knowledge of relevant software and databases; proficiency in Microsoft Office required. Minimum if 3 years of office support experience in a busy customer-service environment (or equivalent experience) is required. Familiarity with academic and/or clinical environments preferred or equivalent combination of education and related experience.
•  Has proven accuracy, thoroughness, timeliness, and sense of urgency in meeting responsibilities and established deadlines.
•  Must be flexible and adaptable to changing priorities with the ability to handle multiple tasks concurrently.
•  Demonstrates ability to work independently and uses initiative and creativity in the performance of duties.
•  Has strong interpersonal skills; ability to exercise tact and good judgment in interfacing with students, faculty, staff, administrators, and the general public.
•  Builds on basic learning and carries it from one situation to another.
•  Demonstrates critical thinking skills in problem solving and decision-making.
•  Asks questions and seeks assistance, guidance, and timely input.
•  Takes responsibility to eliminate the sources of problems.
•  Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
•  Maintains proper appearance and personal conduct for the employee's particular job.
•  Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
•  Demonstrates ability to work in a team environment.
•  Has a minimum of 3 years office management or equivalent experience.
•  College degree preferred; equivalent work experience acceptable.
•  Has proficiency in Microsoft Office, including Microsoft Access; database familiarity and willingness to learn new computer applications and systems, especially for recork-keeping and management.
•  Demonstrates excellent record keeping skills.
•  Is able to represent the department in a professional manner and collaborate with all University departments.
•  Understands state laws and regulations related to student placement in clinical sites. REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:
•  Communicates with students, faculty, staff and public appropriate to the age of the individual served.
•  Builds on basic learning and carries it from one situation to another.
•  Demonstrates critical thinking skills in problem solving and decision-making.
•  Asks questions and seeks assistance.
•  Takes responsibility to eliminate the source of problems.
•  Demonstrate confidentiality regarding information pertaining to all students, faculty and staff.
•  Maintains proper appearance and personal conduct for the employee's particular job.
•  Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds click apply for full job details