This position provides administrative support for students, faculty, and key constituents in the Department of Clinical Psychology and to other campus units as appropriate. The administrative coordinator reports to the Administrative Director and helps to represent the Department in a range of venues.
Success in this position requires strength in all of the following dimensions: initiative, problem solving, interpersonal skills, database management skills, and customer service orientation.
ESSENTIAL JOB FUNCTIONS
Practicum Oversight and Support
Liaise with sites; update information, student evaluations, schedule new site visits, maintain current supervisor CVs; manage contracts and affiliation agreements (in consultation with contracts specialist); maintain hard copy and electronic files; ensure appropriate registration; coordinate evaluations for each practicum student; organize/manage annual Field Supervisors Day presentation and associated schedule of supervisor-student-faculty meetings; arrange adjunct faculty appointments for supervisors (in consultation with HR/Provost); assist Practicum Director with informational meetings for students; assist with completion of licensure-related practicum information; submit School-to-Work forms with Department of Labor annually; work with students to ensure adherence to prerequisites for practicum
Manage Academic Data
With oversight from Program (faculty) leadership, assume primary responsibility for the collection, management, and extraction of data for academic and accreditation-related This scope of responsibilities includes entering all new student data, changes in advisors; update Sakai and listserv memberships; enter sites, student-site info and evaluation data into FileMaker; alumni contact lists; working with IT and other consultants as needed to update and maintain alignment with other University data systems.
Courses/Registration Related Duties
Work with Department leadership to set semester course schedule; “build” courses in Colleague; update course descriptions; support course sequence and curriculum changes; liaison with Registrar’s Office; room scheduling; collect elective survey data; assist students with registration questions/trouble-shooting issues; assist with Sakai questions; create section assignments; assist with creation of experimental courses and conversion to “real” course
Annual Academic Catalog updates (course descriptions and degree requirements)
Waivers/Transfers – assist with requests and manage review of syllabi; consult with Director of Student Affairs regarding program scheduling
Liaison to incoming students ; create new student files; course registration for new students
Manage process for matching students to Case Conference leaders
Coordinate Qualifying Exams to include schedule students/faculty; manage processes for both Comprehensive and Intervention sections of the QEs, during two intensive administration and scoring months (roughly July and February) per year
Web content duties include to post and edit CP web news and events; update faculty and program information on web
Perform a variety of other administrative duties as assigned
Performs other duties as assigned
KNOWLEDGE, SKILLS AND ABILITIES
This position requires the knowledge, skills and ability to:
Knowledge of University processes and Knowledge of and ability to learn, interpret, and apply University policies, procedures, rules and regulations
Demonstrated record management experience. Proven skill in developing and maintaining accurate, organized records, files and filing systems
Strong writing skills to compose correspondence, informational materials, etc., using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills
Excellent verbal communication Ability to express verbally one’s position, plan of action, evaluation or interpretations in a professional, concise and courteous manner
Proven experience using standard and specialized office computer technology, including email, databases, web-based applications and proficiency in Excel and Word
Ability to balance multiple, often conflicting, priorities with deadline constraints and numerous interruptions. Ability to successfully follow multiple tasks through to completion
Demonstrated proficiency in application of practices and processes for enrollment and retention policies and practices
Ability to exercise independent initiative and sound judgement within general guidelines, with the acumen and sensitivity to identify those decisions and activities which require higher level approval, consultation, and/or group collaboration
Friendly and authentic with capabilities to go above and beyond for individuals
Excellent interpersonal skills to interact professionally and effectively with a diverse Ability to interact with tact, patience and diplomacy in a variety of situations
HOURS OF EMPLOYMENT
This is a full-time position serving a national university. A work schedule will be established in consultation with the supervisor. Occasional evening and weekend hours may be required. The typical work week is Monday through Friday, 35 hours per week.
While performing the duties of this job, the staff member is regularly required to sit, stand, use hands and fingers, and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Requires daily use of computer and other standard office equipment.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Qualified applicants are required to submit: cover letter referencing the job title; resume; and three (3) professional references (names/phone numbers).
Documents submitted via email as attachments must be in Microsoft Word or pdf format. Please add job title on resume, cover letter and on the email subject line. Review of applications will continue until finalists are selected. Send required document to Will Dooley: firstname.lastname@example.org with “ CP Program Coordinator” in the subject line.
Antioch University reserves the right to change the duties of the job description at any time.
Antioch University provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identify, age, disability, veteran status, or any other protected classification.
Bachelor’s degree in appropriate discipline from an accredited college or university and 1 year of clerical/administrative preferred. In lieu of Bachelor’s degree, high school diploma/GED and 4 years’ of full-time directly related experience in a highly collaborative environment. Experience in an academic institution is preferred.
Competency using desktop software including Microsoft Office Suite and standard office equipment; Datatel Colleague and Sakai experience a plus
About Antioch University New England
Antioch University New England became a leader in progressive education in 1964. Since then, we’ve expanded our degree options in areas such as management, psychology, counseling and therapy, and environmental studies, while still leveraging the effectiveness of experiential education. Find a degree today that inspires you, and begin your pursuit of a successful career and meaningful life.