Administrative Specialist-Counseling, Human Development & Family Science-UTK

This position coordinates comprehensive exams, leads master's admission process, coordinates doctoral admissions process, ensures accreditation compliance, provides clear programmatic communication, and coordinates student registration. Provides direct administrative support to 3 graduate degree/concentration programs, 1 graduate certificate program, and 8 faculty members in the department.  This position performs diversified administrative, clerical services, and programmatic support for the Department including but not limited to preparing, proofreading, printing, and managing necessary Departmental documentation, maintaining and updating faculty and student records that directly impact accreditation requirements for the Counselor Education program, and provide assistance to faculty and students to enable a smooth transition through the University experience. Initiates and prioritizes the necessary components of accreditation reporting and assists faculty in securing locations and proctors for national exams for students.

Accreditation Support:

• Ensure accreditation compliance via leadership of systematic student assessment and program evaluation processes. This includes communicating with faculty regarding required evaluations, monitoring completion of key performance indicators, monitoring student progress and benchmarks in Taskstream, reporting annual student reviews under advisement of faculty, and assisting CACREP liaison on reporting of student assessment and program evaluation data.

• Coordinating student registration to ensure compliance with prerequisites and accreditation requirements.

• Coordination of compliance and reporting for accreditation learning outcomes which is inclusive of, but not limited to: sending formal follow-up of surveys to sites and employers employing alumni; contact graduates to update survey information regarding their work in the field; collect and summarize collected data 

• Serves as liaison between faculty and students to process graduate program admission files and maintaining current student files in the program according to accreditation requirements. 

• Responsible for maintaining, safeguarding, and storing documents, information, and files in accordance with University policy and national accreditation standards. 

• Provide assistance toward collection, reporting, and filing of data for accreditation though CACREPS. Prepare, proofread, and correct letters, reports, and other related documents. Work with NBCC/CCE to coordinate master’s comprehensive examination (CPCE) and early NCE examination administrations. 

• Provide assistance toward collection, reporting, and filing of data for accreditation though CACREPS. Prepare, proofread, and correct letters, reports, and other related documents. 

Program Specialist:

• Lead master’s admissions process including responding to inquiries from prospective students, monitoring and managing application process, coordinating faculty review of applications, leading on-campus interview process, and communicating with students/prospective students regarding application status.

• Coordinate doctoral admissions process including monitoring and managing application process, coordinating faculty review of applications, and leading on-campus interview process.

• Ensuring clear programmatic communication by managing “Counseling Programs Central” in Canvas.

• Coordination of admission of students, which is inclusive of, but not limited to: management of review of student applicants to provide to faculty; scheduling of student interviews; following up with faculty regarding accepted and declined applicants; notifying students in writing

• Provide direct administrative and clerical support for 8 faculty members in the Counselor Education program, Clinical Mental Health Counseling program and School Counseling program. 

• Maintain a database containing demographic and academic information for graduate students enrolled in 3 programs in the department and update list each semester as new students enter and exit the program(s)

• Plans, coordinates, and executes program events, including tasks such as price comparison, scheduling/booking, ordering of food/supplies, and preparation of material

• Maintain records for student liability insurance through contact with the bursar’s office and risk management

• Provide assistance to prospective students through the admission process and current students with class schedules and through the graduation process, assisting them in enrolling in programs in and outside of the department and finding/completing materials necessary for graduation. 

• Announce the dissertation defense of students to college faculty and staff at least a week in advance, via email.

• Proctor national exams for students

Department Support: