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Administrative Coordinator CTSP

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

ABOUT THE POSITION:

The Administrative Coordinator provides key administrative support to the Counseling, Therapy, and School Psychology department in the graduate school. This position will work closely with faculty and staff to support the educational and clinical experiences of students as well as the accreditation reporting needs of the graduate school. This position is responsible for collecting and tracking data using digital portfolios and other database management software systems. Will work directly with students and faculty on a daily basis to monitor eligibility documentation, hours, evaluations, licensure paperwork, background checks, national exam coordination, and other administrative tasks. Through this work, the Administrative Coordinator will provide services in support of the vision and mission of the graduate school.

This position is union-represented by the Lewis & Clark College Support Staff Association (LCCSSA).

WHAT YOU'LL DO:

Program Assessment (20% of the time)
  • Assess student progression through programs.
  • With faculty and Office of Research and Assessment, create, manage, and support digital portfolios for students and programs.
  • Audit student files.
Administrative Support (30%)
  • Respond to phone, email, and in person inquiries to the department from students, prospective students, faculty and staff.
  • Answer phones, department emails, inquiries
  • Take meeting minutes for program, department, and/or clinic meetings
  • Perform tasks requested by faculty and all special projects as requested by the Chair
  • Filing and archiving of student files
Data Management (25%)
  • Data collection. maintenance, organization, and sharing for program improvement and accreditation
  • Support the accreditation and other data needs of programs and the graduate school including data related to students and alumni
Support Clinical Experiences Documentation (15%)
  • Track student eligibility to enroll in and each semester of clinical experience
  • Practica and Internships: In coordination with the Placement Office, gather site surveys and supervisor resumes.
  • Support processes for clinical hours reporting, supervisor evaluations, exit paperwork. Enter evaluation data into database
  • Support faculty in assigning students to Practicum and Internship sections. Set registration permissions in Colleague.
  • Event coordination for Internship Fair: managing supervisor invitations/RSVPs, event setup, materials.
  • Collect and track student background checks and liability insurance certificates.
  • Keep forms and documents up to date.
Career & Licensing (5%)
  • Process requests for verification of education and clinical hours for licensure.
  • Prepare forms for faculty signatures.
  • Maintain website of career and volunteer opportunities
Campus Administrator for NCE and CECE Exams (5%) ·
  • Obtain release forms from students and provide eligibility information to NBCC
  • Schedule room, order exam materials, other preparation for exam administration
  • Field questions from students
  • Assist faculty in finding proctors, and oversee proctors’ administration of exam and handling of materials
  • Facilitate exam accommodations
  • Receive and distribute scores to faculty and students, and enter into Taskstream
MINIMUM QUALIFICATIONS:
  • High School Diploma or equivalent (G.E.D.)
  • Three years of administrative office experience
  • Proficiency with Microsoft Office software, Google Suite, and database management systems
  • Demonstrated ability to problem solve and prioritize multiple projects in a high volume, service-oriented environment while under pressure to meet deadlines.
  • Sound decision-making skills
  • Excellent interpersonal skills and cultural responsiveness
  • Excellent organizational skills and demonstrated ability to perform detailed work with a high degree of accuracy.
  • Demonstrated strong oral and written communication skills.
  • Ability to work with complex and sensitive data and to maintain confidentiality. Discretion, personal integrity, and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines.
  • Knowledge of student information systems (e.g., Colleague); knowledge of e-portfolio systems and assessment practices in higher education (e.g., TaskStream); and experience with data management systems (e.g., Salesforce).
  • Ability to carry out responsibilities in alignment with the social justice mission of the Graduate School.
PREFERRED QUALIFICATIONS:
  • Bachelor’s degree
  • Five or more years of administrative office experience
  • Experience with TaskStream
  • Experience with student information systems
WORK SCHEDULE:
  • Full time
  • 37.5 hours per week (1.0 FTE)
  • Benefits Eligible: Yes
PAY RATE:
  • LCCSSA Grade 14 / Step F
  • $24.04 per hour
Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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