Working at Cal Lutheran

Cal Lutheran is an Equal Opportunity Employer. The university encourages candidates who will contribute to the cultural diversity of CLU to apply.

Support Staff Position (non-exempt)

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Position Title
Graduate Program Specialist
Graduate Psychology
Salary ($US) and Benefits
Salary Range: $16.77 - $21.79
Basic Function
Under the direction of the Program Director of the Counseling Psychology, Marriage and Family Therapy in the Department of Graduate Psychology, the position will provide advanced clerical, administrative and technical assistance to the two program directors. The Graduate Program Specialist will be assisting the Directors in the academic operations and administration of the Graduate Psychology Masters programs, including but not limited to: educational event planning and execution; advising; enhancing co-curricular experiences of students; controlling the release of sensitive information; exercising frequent independent judgment within the assigned areas of responsibility; serving as a liaison with other University offices; preparing training materials; managing curriculum materials; lead, implement, and/or assist with special projects; preparing documents; scheduling appointments; making travel arrangements; handling mail; routing telephone calls; greeting guests; maintaining records; and fielding inquiries from students, faculty, and the community. The Graduate Program Specialist will be serving the Counseling and Clinical Psychology graduate programs.
Representative Duties
• Manages Counseling Psychology Masters programs’ daily operations and provide a high level of customized customer service appropriate for graduate-level students. E
• Working closely with representatives from University departments, modifies standard operating procedures and develops solutions to accommodate the needs of graduate students and to provide a seamless student experience. E
• Assists in improving short-term service delivery while assisting with the development of a long-term strategic plan for improvement and growth for the Graduate Psychology Master’s programs. E
• Coordinates and plans meetings and events, which includes regularly communicating with professors and students with regards to event logistics, schedules, and events that would be of interest to students and faculty. E
• Maintains, monitors, and suggests updates and revisions for the Graduate Psychology Masters programs website. E
• Participates in and provides support in curriculum design, planning, and delivery logistics. E
• Collaborates with the Academic Planning and Resources Department to coordinate class schedules. E
• Serves as liaison with other university offices and services. E
• Independently prepares and composes correspondence regarding matters not requiring personal responses by the Program director. E
• Updates mailing lists and database(s) and coordinates large mailings as needed. E
• Compiles information and data and generates reports as requested. E
• Coordinates student admissions process for the Graduate Psychology program by scheduling interviews, communicating with prospective and admitted students, and acting as a liaison with graduate admissions office. E
• Assists the Program Directors in creating the academic and course schedule. E
• Prepares reimbursement vouchers, requests for payment, travel claims, and other forms on behalf of the program director. E
• Coordinates and assists in the implementation of student orientations by scheduling and preparing materials and packets for student orientations. E
• Oversees the purchase of office supplies and maintenance of office equipment and machines. E
• Collaborates, as needed, with other administrative assistants in the community counseling centers and other programs in Graduate Psychology to complete tasks that involve more than one program or department. E
• Prepares documents by formatting, typing and editing a variety of complex material from dictation, rough draft or notes including calendars, letters, memoranda, agenda, minutes of meetings, reports, requisitions and other materials. E
• Maintains accurate, current student academic files and records of program development activities, including curriculum design and content, co-curricular activities, and other relevant data. E
• Corresponds with faculty in the Counseling Psychology Department to coordinate meeting schedules, teaching assignments, signature assignments, first-year evaluations, syllabi and program updates. E
• Attends to administrative details on special matters assigned by the program director. E
• Maintains on-line calendars for the Counseling Psychology Program Director. E
• Performs other duties as assigned. E
Knowledge Of
University mission, goals, and objectives.
Graduate Psychology programs, policies and procedures.
Microsoft Word, Excel, PowerPoint, Outlook and other relevant software and databases.
Modern office practices, procedures and equipment operation.
Record-keeping techniques and protocols.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Telephone techniques and etiquette.
Proper office etiquette.
Database management.
Principles of training and providing work direction.
Public relations techniques.
Interpersonal skills using tact, patience and courtesy.
Ability To
Perform a variety of specialized clerical and technical duties.
Assemble, organize and prepare data for records and reports.
Establish and maintain cooperative and effective working relationships with others.
Analyze situations accurately and adopt an effective course of action.
Perform complex or varied tasks.
Compose correspondence and written materials independently.
Organize, coordinate and oversee office activities.
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 system with relevant software and periphery.
Provide work direction to others.
Interpret, apply and explain rules, regulations, policies and procedures.
Work independently with minimal direction.
Maintain records and reports.
Understand and follow oral and written instructions.
Perform assigned duties within clearly defined guidelines, including meeting schedules and timelines.
Education and Experience
Bachelor’s Degree and two years of increasingly responsible experience in supporting programs in an office setting. Experience in supporting academic programs in an education setting is preferred.
Office environment
Constant interruptions

Dexterity of hands and fingers to operate a computer keyboard.
Sitting for extended periods of time.
Hearing and speaking to exchange information in person or on the telephone.
Seeing to read a variety of materials.
Application Procedure
Completed Application Packet includes:

• CLU Application
• Cover letter outlining your qualifications for this particular job
• Resume

Only complete packets will be forwarded to the search committee. Please submit your cover letter and resume by email to, or mail to:

California Lutheran University
Human Resources, MC1100
60 W. Olsen Road
Thousand Oaks, CA 91360
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California Lutheran University is an equal opportunity employer. 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.