Pacifica Graduate Institute is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, disability, pregnancy, medical condition, or covered veteran status.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can start employment with Pacifica. Failure to satisfactorily complete the background check may affect the application status of applicants.

If your qualifications meet our current needs, please send your resume to the email address listed below. Please indicate on the subject line the position you are applying. No faxes or phone calls, please.

Applicants for all Staff Positions please send a cover letter, resume, and three professional references to:
Pacifica Graduate Institute
Department of Human Resources
249 Lambert Road
Carpinteria, CA 93013
hr@pacifica.edu

Program Administrator III – Assistant to the Chair

SUMMARY:

Responsible for overseeing the day-to-day operation of the Chair’s Office within the Clinical Psychology Program at Pacifica Graduate Institute. Provides administrative and analytical support to the Chair (or co-Chairs) in a variety of areas. Coordinates activities on the Chair’s behalf and acts as a liaison to management across campus. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results. Provides supervision to administrative staff within the program. This position will conform to institutional policies and procedures and adhere to diverse, equitable, and inclusive practices.

RESPONSIBILITIES:

• Act as a point person for all staff who support the Chair (s).
• Provide analytical and administrative support to the Chair on a variety of department-wide issues, projects, and programs.
• Respond to inquiries, complaints, and concerns from Pacifica community on behalf of the Chair.
• Oversee and direct workflow: Keep track of tasks assigned to other team members and ensure that deadlines are met and timely responses are provided.
• Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees.
• Plan and coordinate travel for Chair and visitors of the program, including travel arrangements and hotel accommodations.
• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow-up on and ensure appropriate implementation of decisions made by the Chair.
• Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
• Under the supervision of the Chair, exercise appropriate controls, monitor, and reconcile accounts.
• Plan and coordinate a variety of events and activities such as chats with the chair.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email, and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and full-time staff.
• Update and maintain information and content on websites and social networks.
• Prioritize and schedule appointments for the Chair’s calendar when needed. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Chair.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• Write a variety of documents such as procedure manuals, reports, and minutes. Draft correspondence on behalf of the Chair.
• Format, word process, edit, and proofread a variety of documents and materials. Monitor and order office supplies.
• Source and obtain pricing information for office supplies and equipment. Set up and maintain filing systems, both electronic and hard copy.
• Classify, sort, and file correspondence, records, and other documents.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Assemble, copy, collate, and disseminate a variety of documents and materials.
• Prepare outgoing mail, faxes, and courier shipments.

EDUCATION and/or EXPERIENCE:

• MA degree in Psychology or related field preferred. BA plus additional relevant experience considered in lieu of graduate degree.
• Requires 4 years of relevant experience, including one year of supervisory experience.

SALARY RANGE:

$28-$29.50/hour