Operations Manager for the Division of Psychology

About the role

The Operations Manager is responsible for maintaining and coordinating the administrative functions of all Psychology Division programs within the College of Behavioral and Social Sciences (CBSS) and is accountable for the compilation, evaluation, and processing of necessary paperwork for such programs.

Responsibilities

• General administrative support and program oversight for Division of Psychology programs.
• Maintain and prepare confidential files and reports.
• Aid newly accepted students into Division of Psychology programs, work with Admissions and Advising with enrollment, and assist Directors of Clinical Training (DCTs) across programs on practicum and internship placements.
• Cook up, update, and produce marketing materials for Division of Psychology programs.
• Serve as project manager, including but not limited to maintaining the web page, master calendar, updating catalogs and handbooks, newsletters, etc.
• Aid in the preparation of accreditation and/or reaffirmation documents for the American Psychological Association (APA) Commission on Accreditation (CoA), Board of Behavioral Sciences (BBS), or other accrediting bodies. Coordinate APA CoE site visit agendas and manage and maintain all financial documents/payments to APA CoE and/or other professional associations.
• Disseminate licensure requirements, subject matter, and program requirements to the appropriate persons, including other departments on campus, for license-eligible programs.
• Distribute reports to the College of Behavioral and Social Sciences regarding changes in accreditation, licensure requirements, and/or procedures made by the APA CoE, BBS, or other accrediting bodies or professional associations.
• Coordinate, prepare, collect, and disseminate information and materials for Psychology Division program assessments.
• Cook up and facilitate all events relating to the Division of Psychology, including those that are practicum- or internship-related.
• Serve as the primary liaison between the Division of Psychology and other graduate programs and inside and outside constituents.
• Represent the Division of Psychology in communications with the Academic Advising Office, Registrar’s Office, and the Office of Graduate Enrollment.
• Lead the Division of Psychology in budget maintenance, room requests, projects, events, textbook requisitions, and other tasks as needed.
• Assist the Associate Dean with administrative duties, providing support as needed.

Requirements

• Bachelor’s degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Skill in the use of personal computers and related software applications.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• A thorough knowledge of Business English and arithmetic, general office methods, procedures, and practices.
• Ability to plan, develop, and coordinate multiple projects.
• Ability to read and write at a level appropriate to the duties of the position.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to gather data, compile information, and prepare reports.
• Strong interpersonal and communication skills and the ability to work effectively with a diverse faculty, staff, and student body.
• Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
• Strong organizational skills and detail-oriented.
• Ability to maintain confidentiality.
• Excellent telephone courtesy, knowledge, and experience.
• Ability to coordinate and organize meetings and/or special events.
• Knowledge of standard budgeting and expenditure control procedures and documentation.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Ability to make administrative/procedural decisions and judgments.
• Ability to create, compose, and edit written materials.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to resolve customer complaints and concerns.
• Ability to investigate and analyze information and draw conclusions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, and sit; and requires sufficient hand, arm, and finger dexterity to operate computer keyboard or other office equipment. Requires visual acuity to read words and numbers; and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work normally performed in a typical interior/office work environment, with minimal exposure to health or safety hazards.