Administrative Assistant -Graduate School of Counseling

Position Overview:
To provide year-round support for the Graduate School of Counseling's 11 full-time faculty, 30 adjunct
faculty, 330+ students, and graduates seeking licensure. Serve students, faculty, and adjuncts in a
manner that shows them they are "known." Position is full time Monday - Friday, with the flexibility to
work overtime.

Essential Responsibilities:

Serve as main point of contact for the Graduate School of Counseling for
full-time faculty, adjunct faculty, students, guests, and vendors. Provide support for students beginning
their master's and education specialist programs with the GSC and specialized support to ESPS and
MSCN students in the Practicum and Internship stage of their degree.

Registration and Records Management
1. Monitor and track course enrollment, collaborate with Department
Chair/Associate Dean to respond to needs
2. Monitor online course schedule details, send updates to Registrar
3. Coordinate, manage, update and maintain Fall, Spring, and Summer course
schedule spreadsheets, submit to Office of Registrar
4. Create and manage currently enrolled students database each semester
5. Collect syllabi from full-time and adjunct faculty Fall, Spring, and Summer
terms and send to Academic Affairs Office
6. Work with registrar to monitor and track status of graduating students
7. Work with Department Chair/Associate Dean to reconcile waitlists each term,
then communicate decision to Registrar's office and students
8. Maintain student files on DocMan and hard copy files
9. Assist alumni in processing licensure documentation with TSPC
10. Assist in the Special Student application, evaluation, and registration
processes

Program Support
1. Create and track bi-annual Student Progress Reviews, document progress,
update faculty
2. Process Special Student and Alumni Audit applications, work with Department
Chair to communicate decision to enrollment counselor and applicants
3. Edit and update GSC webpages

4. Update and maintain FoxTALE/Canvas site "Waiting Room," web page for
students and faculty, including sending out regular announcements regarding
upcoming opportunities in the community
5. Update and manage GSC faculty calendar
6. Coordinate Chemeketa Brooks campus faculty and student needs:
a. Serve as main point of contact for Chemeketa Brooks campus and
assist and respond to adjunct faculty and student needs for that
location.
7. Work with Department Chair/Associate Dean to track and project enrollment
numbers for continuing students each year
8. Update faculty office hours each semester (3x annually)
9. Work with Chair to set agendas for faculty meetings and take meeting minutes
10. Internship Coordinator for ESPS and MSCN
a. Work in Tevera to manage course templates, create ESPS and MSCN
Practicum and Internship courses each semester, and manage student
placement information
b. Provide training for students on Tevera usage
c. Collaborate with Program Directors/Chairs for ESPS and MSCN to
deliver accurate information to students entering Practicum and
Internship
11. Track ESPS/MSCN licensure documentation and submit appropriate licensure
documents for students upon graduation, requiring coordination with Clinical
Practice office
12. Work with Program Directors to update Student Handbooks for Orientations

Event Management
1. Team lead for New Student Orientations, Admissions Interviews,
Commencement/Hooding Ceremony
2. Plan and execute annual Spring Hooding/Commencement ceremony
3. Organize and execute In-person and distance Admissions interviews Fall,
Spring, and Summer terms in collaboration with Admissions Counselor
4. Organize and execute New Student Orientations for 20-70 students Fall,
Spring, and Summer terms

Faculty Support
1. Assist full-time faculty and provide training for new faculty
2. Assist with Faculty Candidate searches and visits collate applications, post to
FoxTALE, book meeting rooms, order meals
3. Coordinate Adjunct faculty needs:
a. Serve as main point of contact for approximately 20 adjunct faculty
teaching approximately 30 courses each semester, initiate new hire
paperwork, update information to online course schedule, supply new
adjuncts with informational packet, issue keys, coordinate desk copies,
provide syllabi, all 3x annually

Building and Office Management
1. Serve as front desk receptionist: Answer telephones and email, pick up and
distribute mail, greet guests of the department, answer questions, receive
forms, troubleshoot equipment issues
2. Front desk duties: respond to equipment failures, coordinate IT help, assist
with coordination of office moves, request and distribute keys

Student Support
1. Main point of contact for onboarding of new students; meet one-on-one as
needed
2. Respond to questions from students in all programs
a. Also specifically provide support to MSCN and ESPS students with
Tevera
3. Create and manage scheduling calendar for Sandtray Therapy classes in
Summer
4. Create and manage scheduling calendar for non-intern student use of the
Portland Counseling and Training Center

Associated Responsibilities:
1. Attend weekly faculty meetings
2. Attend Wellness Enterprise meetings
3. Meet weekly with Associate Dean

Required Skills & Dispositions:

• Tech Savvy, Proficient in Computer use, Organized, Innovative,
• Patient, Service-Oriented, Persevering, Problem-Solver, Multi-Tasker, Leader, Planner, Professional
• Communication, Public Speaking, Writing (Business & Academic), Research
• Minimum Requirements/Qualifications:
• Two years of administrative/office experience required; experience reporting to multiple
  supervisors a plus; experience in higher education a plus
• College degree required
• High level of computer proficiency, including MS Office Suite for Mac, Google Suite, internet,
  online platforms, data entry; database experience required
• Strong organization skills and detail orientation/accuracy paired with an ability to work in an
  interrupt-driven environment
• Discretion and integrity in maintaining confidentiality
• Strong verbal and written communication skills as well as strong interpersonal skills
• Event planning experience
  
  

For Your Personal Well-Being We Offer:

• A beautiful and peaceful campus environment with areas to walk and coffee shops and restaurants close by
• A strong Christian vision and mission-led organization with opportunities for your growth and contributions
• Wonderful Christian peers and a vibrant student population
• Free Fitness Center membership
• Free parking
• Rich employee benefits

We invite you to Be Known at Oregon's Nationally Recognized Christian University!

George Fox has been transforming student lives for over 125 years. Each day we look to broaden our future for generations to come.

We have alumni from 52 countries and all 50 states.

We invite you to become a steward of our dreams using your God-given gifts. Our Purpose: To educate and inspire students to pursue God's calling.

**This position is subject to close at any time, regardless of the date on the posting

Current Openings for Administrative Assistant Graduate School of Counseling Jobs at George Fox University - Staff and Administrator