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Graduate Program Specialist

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Posting Details

Position Information

Position Title Graduate Program Specialist
Position Category Staff
FLSA Non-exempt
Location Thousand Oaks
Basic Function

Under the direction of the program directors, the Graduate Program Specialist will provide curricular, enrollment, administrative, and technical assistance to the directors of the MS Counseling Psychology and MS Clinical Psychology Programs.

Representative Duties

Performs confidential program management and administrative duties in support of the two program directors. E

Works with graduate students, faculty, and adjunct faculty regarding the successful implementation of the MS psychology programs. E

Assists with the development and implementation of program policy and procedures; fields inquiries from students faculty and staff; sends and receives correspondence on behalf of the department. E

Analyzes tracks, manages, and reports on data for the Graduate School of Psychology. E

Proctors comprehensive exams, prepares student graduation documentation. E

Plans and schedules activities (e.g., interviews of students, faculty and New Student Orientation); takes minutes and schedules meetings; purchases office supplies. E

Creates academic and course schedules; supports academic advising updates web pages; serves as a liaison with other parts of the School and university. E

Performs other duties as assigned.

*E = Essential Duties

Knowledge Of

Graduate School of Psychology programs, policies and procedures, and Cal Lutheran mission, goals and objectives

Graduate education, program design and implementation

Contemporary office practices, procedures and equipment operation

Record-keeping techniques and protocols

Oral and written communication skills including correct English usage, grammar, spelling, punctuation and vocabulary

Telephone techniques and proper office etiquette

Computer work station operation, including data entry techniques and specific software usage

Database management

Public relations techniques

Interpersonal skills using tact, patience and courtesy

Ability To

Perform administrative support duties to assist the program directors, dean and school

Maintain confidentiality and work with discretion

Understand complex administrative policy and excellent organizational skills

Prioritize multiple tasks and stay on top of on-going projects

Assemble, organize, and prepare data for records and reports

Answer telephones and greet callers courteously

Compose correspondence and written materials independently

Understand and resolve issues, complaints or problems

Communicate effectively both orally and in writing

Establish and maintain cooperative and effective working relationships with others

Operate a computer to generate and finalize correspondence, write reports, enter data, maintain records and complete various assignments

Provide work direction to others

Interpret, apply and explain rules, regulations, policies and procedures

Work independently with little direction

Understand and follow oral and written instructions

Perform assigned duties within clearly defined guidelines, including meeting schedules and timelines

Minimum Qualifications

Any combination equivalent to: A Bachelor’s degree from an accredited college or university and two years of administrative support experience.

Preferred Qualifications

Previous experience in higher education

Previous experience working in a graduate program or college department

A Masters Degree in guidance counseling, higher education leadership or related field

Licenses and other requirements

Ability to work flexible hours as needed

California Driver License.

Ability to work flexible hours on occasion.

Provides program support across campuses (Approximately 3.5 days/week at Thousand Oaks campus, 1 day/week in Oxnard campus, half day/week at the Westlake Village campus)

Physical Abilities

Dexterity of hands and fingers to operate a computer keyboard; sitting for extended periods of time; seeing to read and write a variety of materials; hearing and speaking to exchange information in person or on the telephone; pushing, pulling, or lifting light objects; bending at the waist or crouching to retrieve and store files; ability to assemble paperwork, reports, and other communications formats; extended exposure to computer terminals; occasional contact with upset individuals; ability to operate a vehicle to conduct work.


Busy office environment; subject to frequent interruptions; pro-active and frequent interaction with other individuals and offices.

Hiring Range $18.00 to $22.00

Posting Detail Information

Posting Number Staff02702016
Number of Vacancies 1
Desired Start Date 10/09/2017
Position End Date
Open Date 09/08/2017
Close Date 09/24/2017
Open Until Filled No
Application Procedure/Special Instructions

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Describe your experience working directly with faculty and college students in individual and group settings.

    (Open Ended Question)

  2. * Please describe your experience creating and coordinating internal & external communication.

    (Open Ended Question)

  3. * Please describe your experience working with diverse student populations.

    (Open Ended Question)

  4. * How did you hear about this employment opportunity?
    • California Lutheran University Website
    • Cal Lutheran Careers Facebook
    • Chronicles of Higher Ed.
    • Monster
    • Career Builder
    • Higher Ed Jobs
    • Inside Higher Ed
    • Ventura County Star
    • Educause
    • LinkedIn
    • Twitter
    • Personal Referral
    • Agency Referral

Applicant Documents

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
Optional Documents