Employment

Department: Admissions
Supervisor: Senior Director of Enrollment and Integration
Status: Regular, Full-Time, Non-Exempt
Location: Remote/Hybrid – ability to be on campus when needed

Hourly Rate Range: $25.60 – $34.80

POSITION SUMMARY

The Graduate Admissions and Onboarding Coordinator is built around full ownership of the student’s journey through Pacifica’s depth psychology graduate programs. This role manages the complete admissions process for an assigned caseload of students, supporting other admissions advisors, from file review through interview coordination and decision, and then continues with that same student through deposit, registration, and the first week of class. That continuity is what makes this role different from simply handling enrollment: rather than a student being handed off between separate people at each stage, one coordinator stays with them the whole way and coordinates directly with the Registrar, the Office of Financial Aid, and Student Life on that student’s behalf.

CORE RESPONSIBILITIES

• Own the complete admissions process for an assigned caseload of students, including file review, interview coordination, and communicating the decision.
• Stay with the same students after their decision, serving as their primary point of contact from deposit through the start of classes.
• Coordinate directly with the Registrar, OFA, and Student Life on behalf of assigned students, from the deposit handoff through completed registration, rather than handing them off to be tracked separately by each department.
• Walk students through access to PEIS courses, D2L, and other systems they need before their first day of class.
• Partner with Student Life on onboarding logistics, including travel planning and pickup coordination for international and residential-intensive students.
• Help organize and host cohort welcome webinars and other pre-start engagement events, in partnership with Alumni Relations and Program Advisors.
• Track each admitted student’s progress toward enrollment (deposit, registration, portal access, class access) and flag students at risk of melt to Admissions and OFA.
• Maintain accurate onboarding records in Slate and Jenzabar.
• Partner with OFA to help students understand their financial aid status and what’s left to complete before their first day.
• Respond to general onboarding questions directly and route financial aid or academic questions to the appropriate department.
• Support Marketing’s enrollment-focused initiatives, including outreach materials and content aimed at prospective and admitted students.
• Serve as the team’s point of contact for in-person student support, including leading or coordinating campus tours whenever they’re needed, and supporting on-campus events tied to enrollment. Requires on-campus presence as part of this role’s hybrid schedule.

QUALFICATIONS

• Bachelor’s degree required, Master’s preferred.
• Experience in higher education admissions, student services, or another student-facing role.
• Strong organizational skills, with the ability to track many students at different stages at once.
• Excellent written and verbal communication skills.
• Experience with a CRM or student information system, such as Slate or Jenzabar, preferred.
• Background with Pacifica-related graduate programs (depth psychology, counseling, clinical, or mythological studies) is a plus, but a genuine willingness to learn our programs is what matters most.
• A collaborative, service-oriented approach and genuine investment in student success

KEY PERFORMANCE INDICATORS

• Complete file review and interview coordination for assigned students within the standard timeline set by Admissions.
• Maintain a strong deposit-to-registration completion rate for assigned students.
• Respond to student onboarding questions within one business day.
• Keep Slate records current within 24 hours of each student interaction.
• Flag students at risk of melt early enough for Admissions, Student Life and OFA to follow up in time.
• Cover campus tours and on-campus events promptly when called on as the team’s point of contact.

The duties and responsibilities outlined above are intended to provide a general overview of the role and are not exhaustive. Responsibilities may change based on institutional needs.

Pacifica Graduate Institute is an equal opportunity employer committed to fostering an inclusive workplace for all employees.

Department: Office of Financial Aid

Reports to: Associate Director of Financial Aid

Status: Regular, Full-Time, Non-Exempt

Location: Hybrid – on-site for scheduled events

Pay Range: $22.00 – $25.00 an hour

Start Date: January 4, 2027

Position Summary

The Financial Aid Advisor supports Pacifica students throughout the entire financial aid lifecycle, from initial packaging through disbursement and exit, with a consistently student-focused, service-oriented approach grounded in financial wellness — not just transactional loan processing. This role handles daily student communication by phone, video, and email; conducts financial aid and loan counseling consultations; and provides individualized, equitable outreach to students who need extra support, including those setting up payment plans or navigating recent changes to federal student loan programs under the One Big Beautiful Bill Act (OB3). The Advisor works closely with Admissions, the Registrar, and Student Accounts to ensure students have what they need to start, continue, and complete their program, and brings a growth mindset to a regulatory landscape that changes frequently — staying current, looking for opportunities to streamline and improve office processes, and helping students and colleagues alike adapt to change. This role carries direct responsibility for regulatory compliance: every aspect of the role must be performed in accordance with Title IV federal regulations, OB3 provisions, and applicable state requirements and institutional policy. Because this role routinely handles highly sensitive student financial, academic, and personal data, sound judgment, discretion, and strict adherence to data-privacy and confidentiality standards are essential at every stage of the role.

Core Responsibilities

Student Communication & Counseling

• Respond to student phone calls, emails, and voicemails daily, providing timely, accurate, and student-focused financial aid guidance.
• Conduct scheduled phone and video financial aid consultations, covering federal and private loan options, interest rates, aggregate loan limits, repayment, scholarships, and cost of attendance.
• Extend counseling beyond transactional loan guidance to include broader financial wellness and literacy coaching — helping students understand their overall financial picture, budgeting, and long-term repayment planning, not just their immediate aid package.
• Reach out proactively to students who may need an individualized payment plan, connecting them with Student Accounts and following up to confirm a plan is in place.
• Provide private loan counseling for students who do not qualify for or have exhausted federal aid options, including co-signer and application guidance.
• Ensure outreach and support reach students equitably, with particular attention to first-generation and other students who may be less likely to self-advocate or seek help proactively.
• Represent the Office of Financial Aid at student-facing webinars, orientation events, and admissions round tables.

Packaging & Regulatory Compliance

• Package new and continuing students, reviewing incoming ISIRs and completing packaging accurately and within established timelines.
• Monitor Satisfactory Academic Progress (SAP) and support students through the SAP appeal process as needed.
• Support FAFSA verification, resolving discrepancies and requesting additional documentation from students as required.
• Complete Return to Title IV (R2T4) calculations and related federal compliance tasks as needed.
• Stay current on OB3 and other changes to federal student aid and loan programs, and communicate what these changes mean for students clearly and accurately — treating regulatory change as an ongoing learning responsibility rather than a one-time update.
• Complete required compliance training and certifications on an ongoing basis to maintain current, accurate knowledge of Title IV and OB3 regulatory requirements.
• Maintain working knowledge of Title IV requirements and apply them consistently and equitably across all students.

Data Integrity, Privacy & Reporting

• Maintain accurate, up-to-date notes on all student communication and actions taken in the financial aid system, entered promptly after each interaction.
• Handle student financial, academic, and personal data in strict compliance with FERPA and other applicable privacy and data-security requirements; escalate any suspected data-handling concerns promptly.
• Support financial aid staff in running and maintaining weekly, monthly, and annual reports, including anticipated aid, scholarship, and graduation reports, and deliver them by agreed-upon deadlines.
• Contribute to analyzing aid, packaging, and disbursement data to identify trends and patterns — such as bottlenecks, timing issues, or aid-related attrition risk — and share insight with leadership to inform institutional planning.

Continuous Improvement & Professional Practice

• Identify opportunities to streamline and automate packaging, verification, and student-communication workflows; recommend and help implement process improvements that reduce manual touchpoints.
• Help students and colleagues adapt to regulatory change such as OB3 by translating new requirements into practical guidance, updated talking points, and revised procedures.
• Maintain professional currency through engagement with NASFAA and other financial aid associations; benchmark office practices against peer institutions.

Cross-Functional Coordination

• Coordinate with the Registrar’s Office on enrollment status changes, academic tutorials, and Ed Council decisions affecting a student’s aid eligibility.
• Partner with Admissions and Student Accounts to ensure a seamless, student-focused experience across the enrollment and aid lifecycle.
• Identify and escalate significant packaging delays, compliance concerns, or time-sensitive student financial aid issues promptly.

Qualifications

Education & Experience

Required:

• Bachelor’s degree.
• Prior experience in financial aid administration, ideally within a graduate or professional higher education setting.

Preferred:

• Master’s degree.
• Experience with JFA (Jenzabar Financial Aid), or a comparable financial aid management system.
• Active involvement with NASFAA or other professional financial aid associations.

Skills & Competencies

• Genuinely student-focused, with a demonstrated ability to build trust and communicate complex financial information with clarity and care.
• Growth mindset: comfortable operating in a regulatory environment that changes frequently, proactively building new knowledge, and looking for ways to improve how the office serves students.
• Comfortable and effective in direct, one-on-one financial aid and loan counseling with students.
• Working knowledge of federal financial aid regulations, including Title IV requirements, and demonstrated ability to stay current as regulations change, including OB3.
• Demonstrated commitment to regulatory compliance, with sound judgment about when to escalate ambiguous, high-risk, or unfamiliar situations rather than proceed without guidance.
• Comfortable discussing private loan options and guiding students through the application and co-signer process.
• Strong organizational skills, with the ability to manage a high volume of student communication and packaging deadlines.
• Excellent written and verbal communication skills.
• Sound judgment, discretion, and a strong sense of accountability when handling highly sensitive student financial, academic, and personal data.

Technical Skills

• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Experience with financial aid management systems such as JFA, NSLDS, and COD.
• Experience with Jenzabar and Slate, or comparable student information and CRM systems, is a plus.

Work Schedule & Location

• Ability to work a flexible schedule to accommodate scheduled phone and video consultations, including occasional evenings, extended hours, or weekends during peak packaging periods.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Performance Expectations

• Deliver consistently student-focused service, with timely and proactive follow-up on packaging, disbursement, and payment-plan needs.
• Maintain the confidentiality and integrity of highly sensitive student data at all times, in compliance with FERPA and institutional data-privacy standards.
• Demonstrate current, accurate knowledge of federal and private loan requirements, including OB3 changes, and apply a growth mindset to ongoing regulatory and process change.
• Perform all packaging, counseling, and additional financial aid duties in full compliance with Title IV, OB3, and applicable state and institutional requirements at all times.
• Escalate significant packaging delays, compliance concerns, or time-sensitive issues promptly and proactively.

The duties and responsibilities outlined above are intended to provide a general overview of the role and are not exhaustive. Responsibilities may change based on institutional needs.

Pacifica Graduate Institute is an equal opportunity employer committed to fostering an inclusive workplace for all employees.

Reports to: Office of the Provost & Special Advisor to the President

Status: Regular, Full-Time, Exempt

Location: Remote/Required onsite 2-3 times a year

Pay Range: $70,000 – $85,000

Position Overview

The Associate Director of State Authorization and Professional Licensure Compliance provides strategic leadership and institutional oversight for state authorization, professional licensure research, and licensure and credentialing support at Pacifica Graduate Institute. This role plays a critical part in helping Pacifica navigate the evolving national regulatory landscape while ensuring that students and graduates have clear, accurate, and accessible information as they pursue their education, which may include seeking professional licensure.

The Associate Director serves as Pacifica’s subject matter expert on state authorization and professional licensure requirements, maintaining current knowledge of regulations and requirements across all 50 states, Washington, D.C., and Puerto Rico. The position monitors regulatory developments, evaluates institutional risk, advises leadership on authorization and licensure matters, and works collaboratively across academic, enrollment, registrar, compliance, and risk management functions.

A central focus of the role is empowering students and alumni to understand the licensure landscape and make informed decisions about their educational and professional pathways. The Associate Director provides resources, training, presentations, research, and individualized support while clearly communicating Pacifica’s role in the post-degree licensure process and the independent authority of state licensing boards.

The Associate Director will assess opportunities to maintain and expand Pacifica’s authorization and licensure eligibility across jurisdictions, including evaluating new programs, curricular changes, online offerings, and student placements. The position also identifies emerging regulatory risks and opportunities and partners with academic leadership to strengthen licensure portability and institutional readiness.

Because of the cross-functional and strategic nature of this work, the Associate Director reports jointly to the Office of the Provost and the Special Advisor to the President.

This position may be performed remotely, with travel to campus approximately 1–3 times per year.

Key Responsibilities

State Authorization Strategy, Management, and Compliance

• Provide strategic oversight of Pacifica’s state authorization activities and ensure ongoing compliance in jurisdictions where the Institute enrolls students.
• Evaluate state authorization and regulatory requirements associated with new academic programs, curricular changes, accreditation standards, online offerings, clinical experiences, and student placements.
• Research, prepare, and submit state authorization applications, renewals, registrations, exemptions, fees, and required regulatory reports.
• Maintain comprehensive records of institutional approvals, exemptions, registrations, renewals, and related documentation.
• Monitor federal, state, and regional regulatory developments affecting distance education, student enrollment, and institutional authorization.
• Conduct compliance reviews and risk assessments and recommend appropriate mitigation strategies.
• Develop and implement policies, procedures, systems, and internal controls that support effective regulatory compliance.
• Partner with academic departments and institutional leadership to evaluate program compliance based on where students are located and where they intend to practice.
• Serve as Pacifica’s institutional subject matter expert on state authorization matters.
• Monitor student location information and enrollment trends to identify emerging compliance considerations.
• Maintain accurate, accessible, and current state authorization information on Pacifica’s website.
• Develop and deliver training and educational resources for faculty, staff, and administrators regarding state authorization requirements.

Partner with institutional faculty and staff to provide guidance and support on complex student cases involving state authorization.

Professional Licensure Research and Consultation

• Maintain comprehensive working knowledge of professional licensure requirements across all 50 states, Washington, D.C., and Puerto Rico for each Pacifica professional licensure program.
• Research and interpret state-specific licensure requirements, regulatory processes, curriculum requirements, and mandatory disclosure obligations.
• Develop, maintain, and regularly update a comprehensive database documenting the jurisdictions in which Pacifica curricula meet, may not meet, or require additional consideration for professional licensure eligibility.
• Maintain current and accessible professional licensure disclosures and related information on Pacifica’s website.
• Provide consultation and resources regarding professional licensure requirements and mandatory disclosures for prospective and current students.
• Develop and maintain appropriate documentation and acknowledgments for students regarding licensure requirements and disclosures.
• Collaborate with The Office of Admissions and the Registrar to maintain accurate information regarding students’ states of residence and intended states of professional practice.
• Meet regularly with enrollment staff to strengthen their understanding of professional licensure requirements and support informed conversations with prospective students.
• Identify opportunities to expand licensure eligibility into additional jurisdictions by evaluating regulatory requirements, curriculum alignment, and potential gaps.
• Collaborate with academic leadership to identify strategies that may strengthen graduate licensure portability.
• Monitor announcements and regulatory developments from the American Psychological Association and other relevant professional and regulatory organizations.
• Communicate with state licensing boards and regulatory agencies, as appropriate, to clarify jurisdiction-specific requirements and processes.
• Provide institutional leadership with timely research, data, and analysis regarding licensure requirements, regulatory trends, emerging challenges, and significant changes.

Student, Alumni, and Credentialing Support

• Serve as a knowledgeable and accessible resource for prospective students, current students, and alumni navigating the national professional licensure landscape.
• Connect students and alumni with appropriate state licensing boards and authoritative resources so they can obtain definitive answers regarding credentialing and licensure.
• Clearly communicate Pacifica’s role in the post-degree licensure process, including the distinction between providing factual information and resources and providing professional licensure advice or representing the position of a state licensing board.
• Provide workshops, presentations, resources, and individualized support related to professional licensure and credentialing.
• Help students understand how Pacifica’s curriculum aligns—or may not align—with specific state licensure requirements, including circumstances in which additional coursework, supervised experience, examinations, or other requirements may apply.
• Respond thoughtfully and professionally to student and alumni concerns or challenges related to licensure and credentialing.
• Meet regularly with the Provost Office and applicable faculty leaders to review curriculum and identify opportunities to support continued alignment with state licensure requirements.
• Provide in-class presentations and licensure question-and-answer sessions at the request of faculty.
• Present licensure and credentialing information and resources as part of each new student orientation.
• In collaboration with the Provost Office and applicable faculty leaders, prepare institutional documentation—such as letters or course catalog information—in support of graduates whose licensure applications have been denied, when appropriate and requested.
• Escalate emerging or significant changes in licensure laws and regulations to the Provost Office, applicable faculty leaders and Special Advisor to the President, particularly when such changes may create institutional risk or require strategic action.

Minimum Qualifications

• Master’s degree in Clinical Mental Health Counseling or related field.
• At least three years of administrative experience in higher education, regulatory compliance, professional licensure, or a closely related field.
• At least two years experience with graduate programs.
• Demonstrated familiarity with professional licensure boards, regulatory agencies, or licensure processes.
• Strong technical and regulatory writing skills, with the ability to translate complex requirements into clear, accessible information.
• Demonstrated ability to interpret, analyze, and apply complex regulations and regulatory guidance.
• Exceptional organizational skills and demonstrated ability to manage multiple projects, applications, regulatory deadlines, and competing priorities.
• Strong interpersonal and communication skills, including the ability to navigate ambiguity, build collaborative relationships, and manage sensitive or complex conversations.
• Extensive research skills and exceptional attention to detail.
• Familiarity with academic curriculum, accreditation standards, and professional licensure requirements for mental health and counseling professions.
• Ability to work independently while collaborating effectively with students, alumni, faculty, administrators, and staff across the institution.
• Excellent verbal, written, and listening skills.
• Intermediate proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, and Outlook.
• Proficiency with Adobe Acrobat Pro and PDF editing applications.
• Demonstrated ability to work independently, learn new regulatory systems, and develop efficient processes and systems for credentialing and licensure compliance.

Preferred Qualifications

• Familiarity with Pacifica Graduate Institute’s academic and professional licensure programs, or comparable clinical licensure programs within higher education.
• Knowledge of Pacifica Graduate Institute and an appreciation for depth psychology and its educational mission.
• Professional licensure in a counseling or related mental health field, such as LPC, LMHC, LPCC, LCSW, or LMFT.
• Experience working directly with state professional licensing boards or regulatory agencies.
• Experience developing institutional licensure disclosures, regulatory databases, or compliance systems.
• Experience translating complex regulatory requirements into student-facing resources, training, and communications.

Why This Role Matters

This position offers an opportunity to make a meaningful institutional impact at the intersection of higher education, professional licensure, regulatory compliance, and student success. The Associate Director will help Pacifica anticipate a rapidly changing regulatory environment while creating greater clarity and confidence for students and graduates pursuing professional careers.

The successful candidate will bring curiosity, sound judgment, strong research skills, and a collaborative spirit to work that directly supports Pacifica’s students, academic programs, and mission. This is an opportunity for a thoughtful and strategic professional to build systems, strengthen institutional readiness, and help ensure that students have the information and resources they need to navigate their professional journeys.

The duties and responsibilities outlined above are intended to provide a general overview of the role and are not exhaustive. Responsibilities may change based on institutional needs.

Pacifica Graduate Institute is an equal opportunity employer committed to fostering an inclusive workplace for all employees.