Location: all cities,CA, USA
Administrative Assistant to the Associate Dean/Director of
Doctoral Programs & Director of Clinical Training
Position Description
Ensures the smooth operation of the Graduate Psychology programs by providing administrative support for the Graduate program, the Associate Dean/Director of Doctoral Programs, the Director of Clinical Training, and those within the department to help students satisfy program requirements.
Alignment with Theological Positions
The person who fills this position must be someone who personally agrees with Biola's Articles of Faith and Statement of Biblical Principles. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.
Department
Rosemead School of Psychology - Graduate Psychology Program
Supervisor
Office Manager
Associate Dean/Director of Doctoral Programs
Director of Clinical Training
Educational Requirements
Bachelor's degree or two years of college training and commensurate experience.
2 years administrative experience or equivalent.
Work Requirements
Non-exempt (02), full-time - 40 hours/week, 12 months per year
This position requires personal attendance at Biola's campus in La Mirada, California, but will consider a limited hybrid/flexible work arrangement
Must be able to work occasional weekends for events, as needed
Essential Duties
Provides general staff assistance for Rosemead school projects:
Building lockup
Handling incoming calls and department voicemails.
Administrative support to graduate faculty and students
Creates and distributes the department Thursday meeting calendar
Process department facilities requests
Assist with Rose Hall/Rosemead room reservations as needed
Maintain Rosemead Internal address directory
Assist with course syllabi for graduate program (e.g., run accessibility checks, collect syllabi from faculty, maintain a course syllabi repository, etc.), as needed
Assist with textbook ordering for graduate program courses, as needed
Assist with IDEA evaluation process for graduate program faculty, coordinate with faculty advancement office in this effort, as needed
Handle catering for Rosemead Chapel and Thursday meeting events
Oversee EMC and related projects
Oversee Website and related maintenance (e.g. Website content, faculty profiles, etc)
Assist Associate Dean with department Social Media accounts (Facebook, Twitter)
Process Building access and parking permit requests
Coordinate with other staff as part of the commencement team on various commencement-related activities and events
Coordinate with Office Manager on event planning, as needed
Handle special projects as needed
This position will provide administrative assistance to the Associate Dean/Director of Doctoral Programs the following responsibilities:
a. Liaison with various university personnel (Registrar, Grad Admissions, Financial Aid Coordination and implementation of course scheduling and registration.
b. Provide administrative support in catalog revisions, accreditation, and program reviews.
c. Communications with prospective and current students as well as alumni: emails, Rosemead Hub site, Rosemead website (rosemead.edu)
d. Partners with Graduate Admissions to work with prospective and incoming students through the inquiry, application, and enrollment process via personal communication of phone calls, emails, and other forms of contact.
e. Handle Rosemead Scholarship Application Process.
f. Responsible for completion of various APA-related reports (e.g. Accreditation, Annual ARO, Annual
C-26, APA Graduate Study, etc.)
g. Oversee the coordination of various graduate psychology program activities and events to ensure that the needs of students, faculty, and administration are accomplished (e.g., department newsletter, admissions events including Rosemead Information Days, Orientation events, department events, commencement activities, etc.)
h. Facilitate Student Handbook changes
i. Able to deliver informative and motivational presentations
This position will provide administrative assistance to the Director of Clinical Training the following responsibilities:
a. Assist with the coordination and documentation of the program-required Clinical Training process (e.g. Practicum, Internship, ProQual, and other related tasks including maintaining Clinical Training files). Monitors student progress in relation to program requirements, and corresponds with students and the Director regarding problems and deficiencies. Documents student's progress in the FileMaker Pro database.
b. Liaison with Clinical Training contacts (e.g. Training Directors, Sites, Military, Therapists, as needed)
c. Oversee Evaluation process: PrePracticum, Practicum, and Internship and related grade processing.
d. Handle Training Agreements and Site related forms.
e. Oversee internship Chapel
Required Skills/Qualifications
Self-motivated, resourceful, and customer service oriented
Excellent multitasking skills with strong time management (prioritizes tasks and manages time effectively to meet deadlines; able to juggle multiple responsibilities without compromising quality)
Detail-oriented, accurate, and efficient with data/information
Highly responsive and communicative
Strong verbal and written communication (i.e., grammar/spelling, with a commitment to accuracy)
Technologically savvy, quick learner, able to assist others when it comes to technology
Skilled in use of Google workspace (e.g., gmail, drive, forms, sheets, slides, calendar, etc.) and Microsoft Word/Excel/PowerPoint. Must be familiar with or willing and able to learn accounting and/or database software.
Flexible, adaptable, service-oriented, team player
Trouble-shooting skills (i.e., identifying issues and coming up with creative and practical solutions)
Personable, must communicate well within the graduate psychology department and with other departments on campus
Can maintain confidentiality (i.e., handling sensitive information with discretion)
Record maintenance skills
Flexibility in the face of changing priorities and fluctuating workloads