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Administrative Assistant in the Department of Professional Psychology

Administrative Assistant in the Department of Professional Psychology

Purpose: 

To carry out departmental tasks related to the doctoral program and its general academic requirements, as well as to assist the Director of Psy.D. Admissions, the Director of Clinical Training, and the Assistant Director of Clinical Training in administrative tasks specific to admissions and field placements.

Requirements: 

Bachelor’s degree preferred; ability to multitask; proficient in Microsoft Access, Outlook, Word, Excel, PowerPoint, and Publisher; strong oral and written communication skills.

Responsibilities: 
  • Process applications and enter data into departmental database; distribute and collect applicant essays; schedule applicants for interviews; assist with applicants on interview days; and produce acceptance packages and other letters to applicants.
  • Regularly send and receive correspondence with students, faculty, graduates, and site supervisors.
  • Order test materials for assessment courses.
  • Assist with planning New Student Orientation, Psy.D. Development Day, Supervisor Appreciation Day and all other department/department-sponsored events; schedule cohort meetings with the Chair.
  • Record minutes of Psy.D. department meetings.
  • Be involved in all administrative and data entry aspects relative to compliance with APA standards of accreditation.
  • Assist with the supervision of doctoral assistants.
  • Distribute and collect student surveys, including the Retreat Survey, the Year V survey, and the Graduate Survey; schedule meeting rooms for departmental meetings, student meetings and events; reproduce major departmental documents; and complete the APA Annual Report Online by contacting students, faculty and graduates for specific information requested in the Report, and enter data on the ARO website.
  • Print transcripts and self-assessments, distribute self-assessments to faculty for review, take notes from Global Review meeting, track student academic progress on the assessment of competencies, track Global Review forms, mail Global Review results to students, and file copies in student files.
  • Collaborate with faculty and students to determine schedule for Committee/Student meetings for Clinical Competency Exam; distribute and collect Clinical Competency Exam materials; compile exam results; contact students regarding exam outcome. If necessary, prepare schedule for remedial exams.
  • Maintain test bank of questions for the ten sections of the Clinical Comprehensive Exam; distribute exam questions to faculty for review in advance of the exam; compile and prepare approved 200-question exam; prepare testing materials and prepare answer key; proctor and score the exam; compile test results; and contact students regarding test outcomes. If necessary, prepare and schedule remedial exams.
  • Summarize student documents (self-assessments, global reviews, supervisor evaluations) for use in the composition of reference letters for the internship match.
  • Prepare student letters of degree completion and "student in good standing" letters.
  • Maintain departmental calendar and troubleshoot scheduling conflicts.
  • Perform various clerical tasks such as filing, mailing, photocopying, ordering supplies and printing, preparing purchase orders and payment requests.
  • Assist the Department Chair with other specific tasks, as requested.

Shared Responsibilities (with Graduate Assistants) for assisting Director of the Internship Consortium

  • Produce all materials for students’ internship including Affiliation Agreements, Student Contracts, Manual, “Start” materials for all placements, supervisor letters, and student letters.
  • Receive and process student paperwork including background checks, contracts, malpractice insurance, evaluations of didactic and other trainings, and Learning Activity documentation.
  • Create and maintain students’ clinical files.
  • Maintain student evaluations of training sites.
  • Gather data for APA re-accreditation process regarding interns, internship training sites, and supervisors.
  • Complete preliminary screening of applicants in Match I (and Match II, if applicable).
  • Schedule students for mock interviews during internship application process.
  • Regularly send and receive correspondence with students, faculty, graduates, and site supervisors.

Shared Responsibilities (with Graduate Assistant) for assisting Assistant Director of Clinical Training:

  • Produce all materials for students’ fieldwork including informational materials for pre-placement meetings, Affiliation Agreements, Manuals, “Start” materials for all placements, supervisor letters, and student letters.
  • Receive and process student paperwork including Affiliation Agreements, malpractice insurance, background checks, and Site Specification forms.
  • Create and maintain students’ clinical files.
  • Maintain student evaluations of training sites.
  • Gather data for APA re-accreditation process regarding students, clinical training sites, and supervisors.
  • Regularly send and receive correspondence with students, faculty, graduates, and site supervisors.
Contact Information: 

Currently the College is requiring COVID vaccines for all faculty, staff, and students.  There will be limited exemptions for medical or religious reasons.

Interested candidates should send a cover letter and resume to Jobs@chc.edu.  No phone calls please.

Chestnut Hill College is an employer committed to a culture of diversity and inclusion as a core value.  In an effort to support our diverse student community, we embrace equal access and welcome application from candidates of all backgrounds, experiences, and perspectives, and encourage applications from groups underrepresented in higher education.  We are committed to increasing the diversity of the college community and the curriculum.

Chestnut Hill College is an equal opportunity employer