Program Coordinator / Support for Graduate School of Counseling

Position Overview: Provide program coordination and support for the Graduate School of Counseling in the Portland North building, and Individual and Family Matters Clinic, including coordination and administrative duties for the Chair, full-time faculty (11), adjunct faculty (20+), students (260) and graduates (licensure) of the Graduate School of Counseling which offers 4 masters programs and 4 certificate programs. 

Essential Responsibilities: Serve as main point of contact for the Graduate School of Counseling for full-time faculty, adjunct faculty, students and guests and vendors.

Registration and Records Management

1. Monitor and track course enrollment, collaborate with Department Chair 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 student 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 to reconcile waitlists each term, then communicate decision to Registrar's office and students
8. Maintain student files
9. Assist alumni in processing licensure documentation with TSPC and the Oregon Board

Program Coordination

1. Create and track bi-annual Student Progress Reviews, document progress, update faculty
2. IFM Clinic assistance: Assist Clinic Director and interns and address and respond to Clinic needs,
3. Process Special Student and Alumni Audit applications, work with Department Chair to communicate decision to enrollment counselor and applicants
4. Edit and update GSC webpages
5. Update and maintain FoxTALE site "Waiting Room," web page for students and faculty, including sending out regular announcements regarding upcoming opportunities in the community
6. Update and manage GSC faculty calendar
7. Coordinate Chemeketa Brooks campus faculty and student needs:

Serve as main point of contact for Chemeketa Brooks campus and assist and respond to adjunct faculty and student needs for that location.

8. Work with Department Chair to track and project enrollment numbers for each semester
9. Update faculty office hours
10. Work with Chair to set agendas for faculty meetings and take meeting minutes
11. Internship Coordinator for ESPS and MSCN
12. Work with Program directors to update Student Handbooks for Orientations

Event Management

1. Team lead for all department events.
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

1. Organize and execute New Student Orientations for 15-48 students Fall, Spring and Summer terms

Faculty Support

1. Assist full-time faculty: provide training for new faculty, schedule student appointments throughout Fall and Spring terms, reserve rooms on Zoom
2. Assist with Faculty Candidate searches and visits collate applications, post to FoxTALE, book meeting rooms, order meals
3. Coordinate Adjunct faculty needs:

Serve as main point of contact for approximately 20 adjunct faculty, initiate new hire paperwork with executive assistant to the dean, update information to online course schedule, supply new adjuncts with informational packet, issue keys, order desk copies, provide syllabi.

Building and Office Management

1. Provide back-up reception desk duties: Answer telephones and email, pick up and distribute mail, buzz guests into building, 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
3. Portland North Building Manager:

Communicate with Plant Services to respond to maintenance issues, communicate with Portland Center Operations Manager regarding building issues, assist and accompany building workers,

request and issue ID cards; communicate with Alan Thurston when ID card issues arise.

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, and back-up assistance for CMHC/MCFC internship questions
3. Create and manage scheduling calendar for Sandtray Therapy classes in Summer.

Financial Management

1. Monitor budget and run reports for Department Chair as requested

2. Reconcile credit card expenses monthly in Concur
3. Submit Purchase orders, check requests and expense reimbursement requests
4. Maintain petty cash; complete Petty Cash log and send to Financial Affairs

Other:

1. Attend College of Education meetings

1. Provide assistance for Play Therapy Summer Institute and Trauma Conferences as needed
2. Maintain confidential records.
3. Communicate effectively and courteously with others, including employees, students and the public, in a spirit of teamwork, respect and customer service.
4. By actions, words and lifestyle, be a Christian role model to students, whether through casual contact or in a formal supervisory role.
5. Demonstrate awareness, respect and appreciation for diversity of culture, background, race, sex, political views, expressions of faith, etc. and works well with a variety of people.

Minimum Requirements/Qualifications:

• Two years of related experience required; experience supporting multiple directors highly preferred; higher education experience a plus
• College degree required
• Computer proficiency, including MS Office Suite for Mac, Google Suite, internet and data entry; data base experience required; website maintenance experience preferred.
• Strong planning and organizational skills
• Strong detail orientation/accuracy and ability to work in a fast-paced, interrupt-driven environment.
• Discretion and integrity in maintaining confidentiality
• Strong verbal and written communication skills as well as strong interpersonal skills.
• Evangelical Christian commitment and lifestyle consistent with the university's mission as described on our website. 
• Candidates should value an environment that reflects the diversity of God's kingdom, engages in global concerns, and connects culturally.  

As a Christ-centered community, George Fox University is an institution that values diversity as an essential dimension of God's design for human communities. In seeking to become a more inclusive community, we especially encourage applications from individuals who can help us achieve our diversity goals.  

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 Program Coordinator / Support for Graduate School of Counseling Jobs at George Fox University - Staff and Administrator