Counseling Department Manager

The Department Manager is expected to provide leadership to the Counseling Department in building and enhancing a student success focus through planning and implementing all administrative support for students and faculty. The Manager improves the effectiveness of organizational structures and processes, demonstrates systems thinking, and uses data in solving problems, supporting the implementation of the Department’s current operations and future plans.

The Manager will oversee Departmental academic support functions, and manage the day-to-day operations for all current and future academic programs to include the MA in Counseling and proposed Ph.D. in Counseling and potential Bachelors’ degrees such as in Human Services.

The Manager serves as the chief of staff to the Departmental Chair in organizing and coordinating bi-monthly departmental team support and coordination meetings.

The Manager serves as liaison with the staff support personnel located in the Office of Academic Affairs, Office of Institutional Research, Registrar, Business Office, Financial Aid, and Student Affairs.

Program Systems and Technical Management

• Maintains faculty and student record data in the University ERP system
• Maintains records, prepares reports, and other professional documents
• Organizes and updates institutional documents, records, tables, charts
• Creates and publishes DocuSign forms and Qualtrics surveys for Departmental use
• Manages the advising module in Jenzabar
• Monitors the PAU Intranet Portal and manage updates to ensure the content and processes reflect current information and practices
• Works with the Registrar to manage program updates as needed in Jenzabar to include the academic calendar, curricular changes, course details (names, numbers, schedules, etc.)
• Maintain accurate student enrollment list, cohort lists, and faculty academic advisor lists/folders in Google Drive and Jenzabar for Department Leadership and advisors
• Manages program information on PAU website and internal program Canvas courses

Program Information Responsibilities

• Ensures all program information and requirements are accurate and up to date in all documentation, systems, and public-facing websites
• Manages and ensure that program information is up to date in all university documentation:
  • Academic catalog
  • Student handbook
  • Course numbers, titles, descriptions, units
  • Course scheduling, degree plans

Oversee Current Programs and New Program Implementation

• Manages new program information requirements to include: New course titles, numbers, descriptions, units
• Manage current program changes to include: Program changes, New course titles, numbers, descriptions, units, emphasis areas
• Implements and sets-up of all new program information in Jenzabar to include:
  • Registration
    • Working with registrar’s office and Jenzabar implementation specialist to input all new program information and ensure proper functionality
  • Advising
    • Building all trees, all programs, all years
    • Creating all ARC codes
    • Cohort IDs in Jenzabar
    • Advisor assignments in Jenzabar
• Internal student information hub
  • Maintains the Canvas based support site for each new program to provide an easily accessible, one-stop site for key documents and information for faculty, staff, and current students

Course Scheduling & Cost Management

• Coordinates the annual projection and formulation of course schedules for all programs
• Performs analysis of schedules and enrollment to implement cost-saving measures as necessary and make recommendations to the Department Chair (i.e. adjust course section groupings where enrollment in each course can be maximized)
• Oversees course schedules to include classroom and Zoom assignments. Manages, tracks, and owns all course schedule changes.
• Oversees the compilation and distribution of course book lists each quarter
• Manages all logistics and scheduling of all events and workshops including on-campus Clinical Intensive Weeks (currently 4 distinct weeks, but this will increase with new programs), including classroom reservations, catering, and communication with students and faculty

Staff Leadership of the Counseling Department

• Coordinates bi-monthly departmental team support and coordination meetings
• Serves on Departmental Executive Committee
• Represents the department in meetings across the university

Liaison Between University Departments, Departmental Faculty and Students

• University departments
  • Office of Academic Affairs, Office of Institutional Research, Registrar, Business Office, Financial Aid, Module Managers, and Student Affairs.
  • Acts as an information resource on organization policies and procedures for faculty, administration, and students
  • Provides problem solving and advocacy when students are unable to
  • Independently resolves student service-related issues with other departments
  • Works with other departments and Program Managers to develop structures, policies, and procedures
• Department faculty
  • Create and update Advising FoldersKeep student enrollments up-to-date for Directors and Faculty in Google Drive and Jenzabar reports
  • Ensure course Canvas pages are published at the beginning of each quarter and grades are submitted at the end of each quarter
  • Communicate with faculty regarding quarterly updates, advisor information, grades information, student workers, and Faculty Funds
  • Ensure new adjunct faculty get a PAU email and the appropriate access to Canvas and the Portal
  • Manage Faculty Funds tracking and documentation
  • Manage student worker tracking and documentation
• Students
  • Coordinates the orientation and onboarding of students from applicant to student status with the proper assignment to the right program.
  • Manages the inactive list on a quarterly basis and contacts unregistered students to have them complete a Leave of Absence form, Withdrawal form, Continuous Enrollment Waiver form, or register for classes.
  • Work with Registrar to ensure students are on track to graduate and coordinate graduation logistics and processes
  • Other Duties as assigned

Application Procedures:
Please submit a cover letter, curriculum vitae, and the contact information for three professional references. PAU is committed to providing an educational environment that supports a diverse, equitable and inclusive population. In your cover letter, please include information on how your background and experience has prepared you to be in an environment that holds equity and inclusion core to its mission and values.