Psychology Department Manager

Palo Alto University (PAU), a private, non-profit university, founded in 1975 and located in the heart of Northern California's Silicon Valley, is a community grounded in values of social justice, dedicated to addressing pressing and emerging issues in the fields of psychology and counseling that meet the needs of today's diverse society. The students at PAU reflect the diversity of the region, are engaged in their education, and are committed to improving the lives of others. The University sees diversity in its staff and faculty as very important to serving its diverse student body (or synonymous with inclusive excellence). PAU has recently been designated as an emerging Hispanic-Serving Institution (HSI) and an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). PAU offers undergraduate and graduate programs with online, hybrid and residential options, and has an engaged faculty who makes significant contributions to their fields and prepare future leaders who make a difference in the lives of individuals and communities. When you put all of this together, PAU creates a legacy of confident, competent, and compassionate professionals who are at the forefront of psychology, counseling, and social work and who move ahead in life by moving lives ahead. Palo Alto University (PAU) is dedicated to promoting mental health and well-being in our diverse community of students. We are committed to providing resources and support that empower students to achieve their educational and personal goals.

POSITION DESCRIPTION

Job Title: Psychology Department Manager

Department: Psychology

Reports To: Psychology Department Chair

Location: Residential

Employment Status: Full Time

Compensation: $85,000 - $95,000

JOB SUMMARY

As a member of the Psychology Department Leadership Team, you will work closely with the Department Chair, Associate Chair, and the department Executive Committee to ensure the smooth operation and administrative efficiency of the department. Your role will involve managing staff, coordinating faculty activities, and providing vital support to both faculty and students. You will be a central resource for information, policies, and procedures, contributing significantly to the department's academic and operational excellence.

SPECIFIC DUTIES AND RESPONSIBILITIES

Student Support and Management

• Maintain accurate student enrollment list, cohort lists, and faculty academic advisor lists/folders in Google Drive and Jenzabar for the University, Department Leadership, and faculty advisors.
• Collaborates with Program Managers and Associate Department Chairs to coordinate the orientation and onboarding of new students.
• Oversees the inactive/unregistered student list for the Psychology department programs on a quarterly basis.
• Communicates effectively with students to actively address all questions and concerns, via Zendesk, Zoom, and email.
• Works with the Office of the Registrar to ensure students are on track to graduate.

Administrative Coordination:

• Coordinate and provide administrative support for department faculty and leadership meetings.
• Manage and maintain all course schedules, including handling schedule change requests and updating the faculty workload spreadsheets.
• Provide comprehensive administrative support to Department Faculty Members, including adjunct faculty.
• Act as an information resource on organizational policies and procedures for faculty, administration, and students.
• Assist with new faculty and staff onboarding.
• Support the faculty search committee(s) for new faculty hires, as needed.
• Assists with annual projection and formulation of course schedules for the MS, PhD, and PsyD program course scheduling.

Personnel Management:

• Manage and oversee program managers and student workers.
• Assist in student employment job postings, processing of paperwork, and hiring process each quarter.
• Provides People Operations with the information to process quarterly instructor contracts. Oversee internal and external requests and provide information related to programs and services within the Psychology Department.

Interdepartmental Collaboration

• Acts as a liaison with the staff support personnel located in the Division of Academic and Student Affairs, Office of Institutional Research, Registrar, Business Office, Financial Aid, Module Managers, and Student Success.
• Collaborate with other departments and divisions to develop structures, policies, and procedures to promote student success and operational and academic excellence.
• Work as a member of the Psychology Department Leadership Team with the Department Chair, Associate Chair, and department Executive Committee
• Assists with reviewing and revising the department manuals, program handbooks, university student handbook, and university catalog.

Information Management and Communication

• Develop and implement policies and procedures internal to the Psychology Department.
• Review, critique, and propose solutions for former processes and procedures in the Department with an eye toward departmental integration and improving efficiency, reducing redundancy.
• Ensure all department and program-specific information and requirements are accurate and up to date in all university documentation, systems, and the PAU website.
• Communicate effectively with students to actively address all questions and concerns via Zendesk, Zoom, and email.
• Develop or undertake initiatives or special assignments at the request of the University and Department leadership.

Reporting and Assessment

• Support the department in the preparation of periodic self-study reports and PAU academic program review reports.

Essential Qualifications

• Bachelor's Degree required.
• Familiarity with academic processes and systems in higher education; experience working collaboratively with diverse university offices and personnel.
• Strong interpersonal, leadership and management skills with track record of hiring, developing and mentoring staff.
• Strong verbal and written communication skills including active listening, dynamic flexibility, and critical thinking skills.
• Ability to manage multiple priorities/projects simultaneously and deliver quality results on deadlines.
• Advanced proficiency in Google Suite, Microsoft Office, Zoom, DocuSign, and e-mail applications required.
• Comfort with new technologies and databases

Preferred Qualifications

• 4 years' experience in a similar role
• Strong analytical skills and critical thinking to define and solve complex problems quickly.