Secretary, Division of Counseling and School Psychology

• Substantial data management, student-learning assessment activities, and accreditation reporting responsibilities
• Bookkeeping and financial management
• Managing student records
• Management of counseling, college student development, and school psychology graduate admissions and financial aid processes
• Organizing/coordinating division events
• Overseeing paperwork related to employment of adjunct instructors and allied faculty
• Providing administrative support to Division Chair, Program Directors, P&T committee, Search Committees, Scholastic Standards Committee, and Student-run Honor Societies
• Managing graduate assistantships
• Supervision of office graduate assistant(s)
• Serve as primary liaison with business office
• General office management

• Formal Education:
  • High School diploma required. Associate's degree or higher is preferred
• Experience:
  • A minimum of two years of secretarial or business management experience is required, and previous experience in an educational setting is a plus

• Proficient in Microsoft Office programs (Word, Excel, Access, PowerPoint, and Publisher); Banner; Leaning Management Systems (eg. Canvas); and video-conferencing technology
• Strong writing, analytical and problem-solving skills
• Knowledge of principles and practices of basic office management and organization
• Knowledge of the basic principles and practices of bookkeeping
• Ability to communicate effectively and interact with the public in a sensitive manner
• Understands and adheres to ethical standards for maintaining confidentiality with sensitive student and faculty information
• Ability to plan and manage projects, working independently or as a team
• Adaptive coping and stress management in a busy office environment
• Ability to manage multiple time-sensitive commitments

• With or without reasonable accommodations the incumbent must be able to read, write, and speak the English language at a college level
• Be capable of performing sometimes complex mathematical calculations, statistical calculations and other higher mathematical operations
• Must be able to communicate with all levels of the institution in written and spoken form
• The individual must be able to work independently
• The ability to maintain regular and prompt attendance is essential to the successful performance of this position
• Other essential functions may be required

• Division Budget:
  • Track and process payment of all bills and invoices for Division operations
  • Develop and maintain spreadsheets to track expenses and reconcile with Banner financial reporting
  • Provide monthly budget updates and advise Division Chair on account balances and prior spending patterns
  • Assist with 6-month financial forecasting reports
• Agency Budget:
  • Maintain financial records, deposit funds and request checks for agency accounts maintained by Division faculty
• Faculty Travel & Professional Development:
  • Process all travel authorizations and reports for faculty travel and professional development

• Accreditation Reporting:
  • Managing and maintaining records, both physical and electronic, and preparing reports in accordance with guidelines from multiple accreditation bodies, including The Council for Accreditation of Counseling and Related Educational Programs (CACREP); The American Psychology Association (APA), and the National Association of School Psychologists (NASP). This will include entering student and faculty data into on-line reports
• Student Files & Credentials:
  • Manage all aspects of academic student files
  • Fulfill requests from state and national licensure and certification boards for proof of student and alumni credentials
  • Student Funding: Create and maintain the annual graduate student funding spreadsheets used by Graduate Financial Aid Office to create bills for students
• Student Outcomes Assessment Data:
  • Create and maintain a number of spreadsheets to record student outcomes assessments
  • Create reports used for accreditation reporting
• Graduate Scholastic Standards:
  • Record and distribute Graduate Scholastic Standards meeting minutes. Prepare and send Scholastic Standard letters to students
• Student Progress Mentoring:
  • Manage student progress monitoring for all programs each semester, to include facilitating the evaluation process for all instructors, aggregating the data, and preparing and sending the results to each program director

• Teaching Schedule:
  • Responsible for functions related to the semester course schedules, including room reservations, coordination with the Registrar's Office and computer data entry of courseinformation in Banner
  • Prepare written schedules and student advising sheets for course registration and curriculum planning
• Practicumand Internship:
  • Responsible for processing paperwork and performing other support functions related to internship and practicum placements for divisional programs
• Admissions:
  • Responsible for all admissions procedures for School Psychology, Mental Health Counseling, and School Counseling
  • This includes responding to inquiries, contacting prospective students, scheduling admissions interviews, processing admissions decisions, and maintaining up-to date database for all applicants
• Recruitment and Marketing:
  • Providing administrative support to faculty and the recruiting graduate assistant to ensure smooth recruiting operations; maintain alumni database and assist faculty in identifying any alumni willing to help recruit students; maintain and distribute marketing materials
• Website/Social Network Administrator:
  • Update pages on Alfred website. Maintain Facebook page for Counseling and School Psychology Division
  • Take photos of students and division functions for use on social networking/website pages

• Faculty Evaluations:
  • Responsible for processing the numerical evaluations (OP scan forms) and typing the course evaluation comments for all program faculty
• Faculty Search Committees:
  • Maintain applicant files, provides written communications, and summarizes candidate data
  • Organize candidate visits including setting up meetings and colloquia, making travel arrangements, preparing written materials and compiling feedback sheets
  • Close communication with the Search and Division Chairs
• Employment:
  • Oversee all administrative paperwork related to employment of adjunct faculty and faculty overloads

• Phone Answering:
  • Responsible for taking all incoming calls and messages for program faculty
• Office Coverage:
  • Responsible for coordinating coverage of the Division of Counseling and School Psychology office phones
  • Coordinate coverage with the Powell Institute secretary
• Supplies & Equipment:
  • Responsible for ordering supplies and equipment for the division faculty and students, including test materials
• General Secretarial:
  • Responsible for performing general secretarial duties for the division chairs, program directors, and divisional faculty
  • These duties include, but are not limited to, copying, faxing, mailing, and filing
• Scheduling and administrative support:
  • Responsible for scheduling appointments, maintaining calendar; prepare written correspondence to students; make travel arrangements and prepare travel expense reports; make arrangements for visitors
• Student Lounge and Labs:
  • Responsible for scheduling student clean-up duties and follow-up to ensure that students are performing these duties
• Coordinating/Monitoring of Graduate Assistantships and Supervision of Office Graduate Assistants and Work Study Students:
  • Responsible for monitoring the graduate assistantship process including tracking assistantship hours and facilitating the performance evaluation process; supervising the graduate assistants and work study students assigned to the divisions
  • The student workers may be assigned duties that are non-confidential (answering phones, mailing of information to prospective students, non-confidential copying, etc.
• Event Planning:
  • Assist the division chairs and faculty members in coordinating meetings or division events for students, supervisors, and community members (graduate program orientation and graduation receptions, faculty retreats, field supervisor meetings, retreats, intern meetings on campus,etc
  • This includes, but is not limited to, publicizing events, sending invitations, communication with speakers, making travel arrangements, arranging for the use of campus facilities and services, preparing registration and meeting materials, and arranging for refreshments

• Additional duties will be determined by the division chair based on the needs of the division or by the Dean's office
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment
• Safety: Participate in safety training and comply with safety rules, regulations, and protocols

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.