Program Coordinator

Position Number: 40073413

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 2/14/25

Application Review Begins: 3/4/25; open until filled

Department Code (Name): CCSP (COUNSEL&CLINIC SCH PSYCHOLOGY)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to 29.78/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $28.44 to $40.76/hr.

Work Location: Education Building - 2105

Working Days and Hours: M-F; 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Other type of remote or hybrid work arrangement:

This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general supervision of the Department of Counseling, Clinical and School Psychology (CCSP) Department Administrator, and in collaboration with the CCSP Chair, the Program Coordinator provides support to the Department of CCSP's graduate programs. The Department of CCSP houses approximately 20 Academic Senate Faculty and Lecturers and offers an accredited doctoral program in Counseling, Clinical, and School Psychology. The Program Coordinator is responsible for supporting student recruitment, application processing, prospective applicant and enrolled student advising, maintaining data on student externships and internships, tracking of student funding, coordination of annual graduate program events, and updating advising materials. Assists with fellowship applications and review process, and works collaboratively with department and School staff as needed. Position requires aptitude for database use and understanding in order to effectively compile reports and disseminate student data as needed. The Program Coordinator also provides departmental support, ensuring that administrative and faculty needs are met. Serves as the primary responder to the Department Office email and phone line, and as a primary point of contact for faculty, students, staff, and other visitors to the department office in the absence of the Department Administrator. Provides financial assistance processing reimbursements and other payments, and making purchases of goods and services for the department.

Required Qualifications:

• High School diploma or GED.
• Less than 1 year of experience working in an office setting/administrative work.
• Strong customer service orientation.
• Strong administrative and organizational skills.
• Talking to others to convey information effectively.
• Demonstrate strong organization skills
• Ability to work within tight timeframes and meet strict deadlines.

Preferred Qualifications:

• Skill in Microsoft Excel and Word.
• Bachelor's Degree or equivalent experience and/or training.

Special Conditions of Employment:

• Mandated reporting requirements of Child Abuse.
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 40% ACADEMIC PROGRAM COORDINATION - COURSE COORDINATION: Responsible for the coordination, ordering and distribution of quarterly course evaluations. Requires knowledge and understanding of different types of instructional employment and course structures. Processes textbook orders and provides classroom copies based on faculty requests. Collects syllabi on all CCSP courses offered each quarter. Distributes and tracks approval codes to facilitate enrollment in add code required courses. Creates and modifies course waitlists based on faculty specifications. Maintains CCSP Graduate Program Resources on Gauchospace. Works with Graduate Curriculum Committee to update year-by-year planning sheets. EVENT PLANNING: Plans and coordinates annual graduate program events: New Student Orientation (in collaboration with 2nd year doctoral students), Research Festival (in collaboration with faculty contact and 4th year doctoral students), Transition and Recognition Celebration (in collaboration with faculty contact and 3rd year doctoral students), and Recruitment Day. Coordinates room reservations, refreshments, publicity, payments and other logistics ensuring adherence to campus policies and Gevirtz Graduate School of Education (GGSE) procedures. FELLOWSHIPS: Serves as a resource to CCSP students and faculty regarding policy and procedures related to Department specific fellowship programs, applications, nominations, awards and opportunities. Develops fellowship application schedule, distributes and collects applications, compiles data, and provides necessary documentation to CCSP Fellowship Committee for award recipient selection. Communicates outcomes of selections to the GGSE Student and Academic Affairs Manager and Student Affairs Officer. Tracks CCSP graduate student funding data regarding Block Grant commitments, central campus awards, student employment and privately funded fellowships. REPORTS & DATA COLLECTION: Collects, compiles and prepares numerous reports on program and student data for accrediting agencies including APA and NASP. Together with faculty, participates in the CCSP Assessment Team. Coordinates with the Director of Training for APA Site Visits when CCSP is undergoing or preparing for agency review for accreditation. Manages process for completion of annual graduate student reviews and Research Festival Proposals. Responsible for the distribution and collection of externship placement forms and supervisor evaluations. Requires knowledge and understanding of databases and reporting mechanisms.
• 40% DEPARTMENT SUPPORT - DEPARTMENTAL ASSISTANCE: Collects and distributes incoming mail to faculty and student mailboxes. Maintains CCSP department webpages on the GGSE website, ensuring that all content is up-to-date and accurate. Provides assistance as needed with departmental events, activities, and processes such as preparing agendas and taking minutes as various department meetings and facilitating ballot processes for any department voting that needs to take place. Posts notification of upcoming events and job talks throughout the Education building. Maintains a comprehensive desk manual at all times, updating processes and procedures as needed. Serves as the primary responder to the Department Office email and phone line. Utilizes the BORIS system to submit work order tickets to Campus Communication Services for issues with the telephone service, and telephone equipment in department offices. FINANCIAL SUPPORT: Processes travel advances, travel prior approvals, employee and recruitment travel reimbursements, entertainment, and other reimbursements. Uses the online Connexxus system to reserve travel arrangements. Must be knowledgeable of UC policies and GGSE and departmental procedures governing travel and entertainment reimbursements, and allowable costs for travel and entertainment for a variety of funds sources including gifts and state funds. Initiates financial transactions, transfers of funds, transfers of expense and transactions required to adjust and correct any errors in charges or credits. Responsible for lodging, entertainment, travel and reimbursement aspects of departmental conferences and events. Maintains current knowledge of accounting policies and procedures. Ensures compliance with Audit, Control, and Accounting principles. Responsible for posting all expenditure activities into the internal financial shadow system to project budget status. PURCHASING: Assists with purchasing for CCSP Department and Hosford Clinic as necessary using the Gateway e-procurement system and/or Flexcard. ACADEMIC PERSONNEL: As a backup responsibility to the Department Administrator, may be asked to work with Department of CCSP Chair and GGSE Employment Analyst on selection and hiring process of annual academic personnel (i.e., Teaching Assistants, Teaching Associates and Academic Coordinators) by assembling hiring materials such as letter, course evaluations and forms. May also be asked to assist with coordinating faculty recruitment visits, job talks, travel, accommodations and meetings. FACULTY AND STUDENT SUPPORT: Assists the CCSP Department Administrator with work requested by faculty and students, ensuring work is done in a professional and timely manner. In conjunction with the CCSP Department Administrator and GGSE Student Affairs Office, provides student support and advising for all CCSP graduate students. Coordinates scheduling and provides proctoring of comprehensive exams. Maintains data on student internship locations and placements. Responsible for the distribution and collection of externship placement forms and supervisor evaluations. Updates the Graduate Student Handbook on an annual basis with input from the Graduate Advisor. Serves as a liaison between the Department and School as well as with several central campus offices. Point of contact for faculty and staff on a range of issues related to student advising, admissions, recruitment, finance and academic personnel. May be asked to assist with visiting students and scholars as a backup responsibility. HOSFORD CLINIC SUPPORT: Acts as a back up to the Hosford Clinic Coordinator on an as needed basis.
• 20% APPLICATIONS AND ADMISSIONS - APPLICATIONS AND ADMISSIONS SUPPORT: Acts as an informational resource for prospective students interested in graduate programs within the CCSP department, including responding to inquiries via phone and/or email. Working closely with the GGSE Student Affairs Office to coordinate student recruitment efforts, application and admission processing, and communication with incoming graduate students. Works with CCSP Graduate Committee to develop admissions timeline and responsibilities. Responsible for the timely processing of approximately 250 electronic application files to be reviewed by the CCSP faculty throughout the admission process. RECRUITMENT COORDINATION: Schedules and coordinates faculty Zoom and in-person interviews with prospective students. Manages Recruitment Day, including communicating with applicants, managing refreshments and reimbursing applicants for travel. Collaborates with faculty and 1st year doctoral students to identify housing for applicants, plan events for Recruitment Day and manage all logistics.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

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https://www.jobs.ucsb.edu/#privacy

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