GRAD PSYCH AND COUNSELING - Admin Asst Grad Psych/Couns

Job Classification

  Hourly Full-time (35-40)

Position summary

Responsible for managing all administrative functions within the office, by implementing and maintaining departmental systems, procedures, and policies in a timely and organized manner.  Individual must be comfortable working in an open office environment with frequent interruptions, and providing support to faculty, students, and the public, while creating an environment that promotes a pleasant and welcoming atmosphere.

Qualifications summary

• Administrative experience required


• Advanced skills in verbal and written English


• Detailed oriented with good analytical skills a must


• Extremely organized. Strong multi-tasking and time management skills

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

• Manage all departmental administrative functions for departmental chair, faculty, and students.


• Greet students and visitors, and provide assistance while maintaining a pleasant and welcoming office atmosphere.


• Provide administrative support to faculty by means of calendar management, handling paperwork, answering phones, organizing meetings, and taking minutes.


• Maintain FERPA standards of student confidentiality while helping both faculty and students process required forms and run reports as needed.


• Monitor departmental budget to ensure it stays accurate and on-budget each month.  Responsible for ordering all office supplies, equipment, and assessment related items. Help chair prepare for annual budget meetings.


• Organize all departmental functions such as; seminars, workshops, luncheons, and parties.  Plan all educational tours and off-campus events.


• Track all prospective student progress, maintain correspondence via email, phone, and in person, and answer any questions relating to programs and the application process.  Help coordinators with recruiting and interview days for new students.


• Manage the comprehensive exam process for all students in department by gathering questions, creating exams, and ensuring grading is completed.


• Track all faculty votes for bulletin changes and update in online system. Develop course schedules each semester and keep student courseplans up-to-date and accurate to help with advising questions, eliminate class time conflicts.

Supervisory responsibilities

This position has no supervisory responsibilities.

Qualifications

• Applicant must possess a high tolerance for stress and frequent interruptions, be able to self-regulate behavior and tasks, and have exceptional organizational skills.


• A mastery of word processing, graphics knowledge preferred. Ability to gain knowledge in other computer program is crucial as well.


• Advanced English written skills are essential, as written communication must be done with tact, accuracy and clear/concise expression of ideas. Competent at writing reports, business correspondence, and procedure manuals.


• Ability to effectively and comfortably communicate with others in busy office environment where multiple tasks and many interruptions are the norm and may interfere with deadlines.


• Ability to apply common sense to carrying out instructions furnished in written, oral or diagram form.


• Have clear judgment to make quick, accurate decisions, even in the absence of supervision. Must be able to seek out answers even when requests are unclear or vague.


• Capable of working in team oriented environment and providing backup support to dean’s office, and graduate services coordinator.


• Skills test required for typing speed and word processing proficiency.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

• Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the university.


• Be able to build and establish positive working relationships with coworkers, students, and the public.


• Meet the needs of coworkers, students, and the public, by anticipating, understanding, and responding even when that need is not clearly conveyed.


• Feel comfortable working cooperatively and effectively with other departments on campus as well as immediate coworkers and students to help resolve problems, and make decisions that enhance departmental effectiveness.


• Be a decision maker that can, with appropriate training, assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the department and students.


• Know how to set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.


• Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Physical demands

A successful individual will be able to meet the physical demands described here to perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This job requires the employee to:

            -sit for periods of a few hours at a time

            -use hands with freedom

            -reach out with hands and arms

            -stand and walk

            -crouch and crawl

            -lift and move 50 lbs.

            -use a computer and telephone

Work environment

The environment characteristics described here represent what an employee will encounter while performing the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The noise level in this open work environment fluctuates from moderate to high.