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Assistant to the Associate Dean of Psychology

Apply now Job no: 499378
Work type: Regular
Location: West LA Campus
Categories: Graduate School of Education and Psychology, Academic Support, Administrative/Office Support

The Assistant to the Associate Dean collaborates proactively with the Associate Dean to ensure effective administration of the Division. The primary focus of the position is to plan, direct, implement and coordinate the administrative support activities of Psychology Division faculty, staff and administration in order that the function, goals and objectives of the Psychology Division are accomplished. Working closely with the Associate Dean, the Assistant to the Associate Dean takes responsibility for the Division’s administration, including budget, financial and personnel matters, and supervises both the Divisional administrative support staff and Graduate Student Assistants who work in the Division.

Duties

  • Psychology Division Administration - Serve as a liaison between the Associate Dean and other constituencies within GSEP (current and prospective faculty, staff and students), other departments in the University, as well as outside contacts (e.g. other colleges and universities, agencies, clinics, and the business community). Responsible for the procurement, maintenance, and inventory of all psychological assessment materials. Serve as a liaison between all faculties, full-time and adjunct, with other departments to provide room assignments, audio-visual equipment, parking accommodations and training opportunity information. Provide oversight for and manage administrative support workload within the Division to meet deadlines and optimize service to all students, both prospective and enrolled. Continuously create, modify and change systems and procedures to improve the operation of the Psychology Division and the service to its students. - Draft and edit reports, memos, and correspondence, and conduct research on special projects as requested by the Associate Dean. Gather and prepare data to support presentations. Answer telephone, schedule appointments, handle incoming mail for Associate Dean. Ensure that essential support needs of the Division's faculty are met. Record and maintain minutes of Psychology Faculty Meetings. Initiate and participate in annual revision of written materials, including the University Policies for Adjuncts, Adjunct Biographies, and student Policies, and Procedures handbooks. - Coordinates Divisional operations such as the ordering of supplies and office moves of faculty. Supervise Graduate Assistants at three Graduate Campuses (West LA, Encino and Irvine). Coordinate Psychology Division new student orientation three times per year on the West LA, Encino and Irvine campuses which includes but is not limited to: rooms reservation, set up, inviting faculty and staff, gathering and distributing the information materials, arranging the photographer, providing tours, ordering meals, registration of students upon arrival and clean up. Assist with direct mail projects as needed. Other support, as assigned.
  • Instructional Support B1. Class Scheduling - Input and maintain course schedules in Wavenet each term, confirm class assignments with the faculty, and distribute any changes in the schedule to appropriate staff. Import current-term information into Wavenet for schedule preparation. Coordinate schedule printing according to division deadlines. Maintain quality control of Wavenet data related to the schedule, including status of faculty (full time/adjunct) and assignment of units. Make adjustments as needed. Generate Wavenet reports related to scheduling. Communicate with the Registrar and Student Services Advisor to make ensure all student needs are met B2. Book Acquisitions - Send out, track, and process book adoptions. Follow-up with faculty and bookstore manager. - Process, (obtain, track and return) desk/exam copies, includes contact with faculty, publishers and Plaza and Orange County bookstores. - Prepare requisitions as directed for purchase and borrowing of items. - Assist bookstore with faculty-related concerns. - Prepare library book requests/holds for students and professors. Video Library - Oversee the maintenance for check-in/check-out system for all resources, and coordinate equipment set-up and usage of videos and films. Rent films and videos from outside sources. Recommend video purchases to Associate Dean based on faculty usage and evaluations. B3. Resource Center - Maintain database syllabi and contracts. Run and distribute to faculty reports of available materials. Solicit requests each term from faculty for use of available materials. Collect and archive all syllabi each trimester. Provide archived data (syllabi only) to both potential faculty and former students. B4. Student Evaluations - Import current-term information into Digital Measures. Send and track memos to faculty regarding evaluation dates. Make sure that student emails are updated prior to evaluation distribution during each term. If the online system is not working, then: Prepare individual forms for each course by pre-slugging with Scantron machine. Package and distribute forms, pencils and instruction sheets to Encino, Malibu, Irvine and West Los Angeles Graduate Campuses. Return envelopes to faculty according to class schedule. Coordinate with faculty to insure timely and preferred delivery dates and times before final class. Scan returned student evaluation forms as received, and provide quality control as needed on individual forms. Provide quality control of scanned, text-format information before running division evaluation report summaries. - Send copies of evaluations and summary sheets to faculty if needed. Provide follow-up for courses at all centers to insure that all classes participate in the evaluation process. Maintain file of returned student evaluations. Manage student evaluations of the faculty (log in, record data, distribute, and maintain log from receipt back), and coordination of summaries for the Dean and Associate Dean B5. Proctor Student Exams -Coordinate with individual faculty, students and Office of Student Accessibility to arrange for appropriate proctoring of student exams.
  • Psychology Division Budget and Financial Management The Assistant to the Associate Dean works in close collaboration with the Associate Dean and the Director of Budget, Planning and Research to meet the Division's budgetary, financial, and planning objectives. Among the key responsibilities are: Actively collaborate with the Director of Budget, Planning, and Research in the financial planning of the Division in accordance with the University's Annual Strategic Planning (ASP) process. Conduct routine budget and financial operations, including the preparation of budgets. Act as liaison between Psychology Division and the Director of Budget and Planning and Research for all non payroll related expenditures. This includes those expenses incurred by faculty, staff, and students (e.g. travel, research and development, and supplies). Prepare, track and audit faculty expense reports, and divisional expenses (including the faculty's), and expense reports (e.g. including preparation of payment requisitions). Process all guest speaker payments. University Credit Card: Purchase all materials on credit card for the division across three campuses (West LA, Encino and Irvine) and reallocate those cards as well as the card of the Associate Dean. Prepare budgetary and financial reports for the Associate Dean.
  • Other - Participation in various meetings and activities that involve teams, committees, and other formal and informal work groups, including GSEP's annual commencements and GSEP staff hiring committees. Other duties as assigned.
  • Uphold University mission through work performed.
  • Perform other duties as assigned.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Bachelor of Arts degree (OR) ten years of administrative experience. Minimum two years of administrative experience as an Office Manager or Executive Assistant to a Dean, Director, or other high level executive; experience with dealing with the public, preferably in an academic environment; supervisory experience. Ability to participate in interviewing, hiring, and evaluating job performance. Ability to represent GSEP and the Division to University, student, and outside constituencies. Ability to hire, train, and supervise Division administrative support staff, including fifteen graduate assistants at three Graduate Campuses. Excellent communication skills (written and oral) to interact effectively and diplomatically in order to obtain and convey information. Demonstrated organizational skills and ability to sustain productivity under the pressure of a heavy workload with multiple priorities and competing deadlines. Ability to work independently and take initiative, as well as work in a team-oriented environment. Ability to manage multiple projects derived from different constituencies. Ability to assist and evaluate collaborative projects and develop support among diverse constituencies. Ability to work independently, and proactively, to follow through on assignments, and to take initiative, as well as work in a team-oriented environment. Ability to sustain productive, mutually respectful, and collaborative interpersonal working relationships with administrators, faculty, staff, and students. Strong ability to assimilate and integrate complex information. Strong troubleshooting and problem solving skills. Ability to think through consequences of a decision and be creative in adapting innovative solutions. Demonstrated skill in writing reports, memoranda, and proposals which are appropriately organized, detailed, logical, and grammatically and factually correct; accurate and neat in work, with minimal direction or supervision. Intermediate aptitude with computer software (e.g. Microsoft Word, Excel, Power Point) and ability to learn new computer skills.Participate in the content writing for GSEP web pages. Familiarity with University policies and procedures preferred. Works effectively with coworkers, customers and others by sharing ideas in a constructive and positive manner, listening to and objectively considering ideas and suggestions from others, keeping commitments, keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier; and respecting the diversity of our work force in actions, words and deeds. Ability to operate desktop computer with mainframe interface, laser printer, photocopy machine, calculator, FAX, telephone including voice mail, photocopier, scanner and typewriter.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

This is a regular, nonexempt, 40 hour per week position.

Salary: Commensurate with experience.

Advertised: Pacific Standard Time
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