Administrative Coordinator, Cmhrt and Clinical Area

1 week ago


Kitchener, Ontario, Canada University of Waterloo Full time

Overview:
Provides administrative support for the
CMHRT Director and the Director of Clinical Teaching (DCT).

The incumbent facilitates the day-to-day operation of the Centre for Mental Health Research and Treatment (CMHRT) and the Psychology Clinical Area.


Responsibilities:

Administrative Support:

CMHRT

  • Intake and Reception
  • Open and close
    CMHRT, greet visitors and clients; assist students and faculty where needed
  • Manage client intake referrals: Processes submissions, responds to initial inquiries and communicates length of waitlist to clients, enters intake form into client system, creates client file, provides information to
    CMHRT TAs
  • Keep uptodate calendar and schedules all inperson activities in the
    CMHRT
  • Monitor client parking; ensures there is a sufficient supply of parking passes, reviews parking protocols with
    CMHRT personnel; coordinates with PAO if issues arise
  • Schedule rooms for client meetings and treatment groups
  • Direct any media inquiries to
    CMHRT Director or delegate
  • Manage mail
  • Data Base and Client Records Management
  • Assists in orientation and training for all
    CMHRT employees, adjunct, residents, TAs, Clinical Area faculty and graduate students with technical equipment and software (including but not limited to: Penelope, SharePoint, RefWorks, virtual meeting space such as MS Teams, WebEx, etc.), A/V and sound system, security system, policy and procedures.
Ensures they have everything to start on the first day, such as:
keys, skype, equipment, etc.

  • Responsible for management of client electronic record database: Processes admission to service and case assignments; Revises client information as requested; Processes client discharges; Conducts file audits according to policy
  • Responsible for management of paper client files: Sets up files, stores, completes audits and shreds according to policy
  • Troubleshoot software difficulties (in consultation with program developers and PsychIT)
  • Responsible for management of electronic resources for clinical area and
    CMHRT (SharePoint; Teams)Data Analysis and Reporting
  • Generates term and annual aggregate reports derived from data base and Qualtrics data
  • Provides
    CMHRT Director with data summaries, graphs and analytics for key
    CMHRT indicators (e.g. service flow, service outcomes, revenues, etc.) using statistical programs such as SPSS or Excel
  • Assists
    CMHRT Director in producing dashboards, Annual Reports, Policy Manuals, Supervisor Handbook

  • CMHRT Research
  • In collaboration with the
    CMHRT Director and researchers, promote research conducted both in the
    CMHRT and in faculty research labs that are associated with the
    CMHRT (both are considered "CMHRT research")
  • Test Library
  • Responsible for management of Psychology Test Library and
    CMHRT Resource Library
  • Manage library database: register test loans and returns; update library contents; ensure physical tests are cataloged and organized; monitor and integrate electronic tests
  • Ensure borrowers have signed borrowing agreements

Administrative Support:
Clinical Program

  • Accreditation by Canadian Psychological Association (CPA)
  • Assists the DCT in preparing the annual report for Canadian Psychological Association
  • Oversees Clinical Program website material for accordance with CPA requirements
  • Ongoing update of tables of data for CPA
  • Assists with Self-Study Report
  • Keeps tables of data up to date
  • Ensure all information is up to date, cross reference to ensure data on website, Guidebook is consistent
  • Coordinates Accreditation Site Visit
  • Assists with welcome letters to new students
  • Assists in scheduling Clinical Area graduate teaching
  • Assists with preparation of annual student evaluation letters
  • Assists in annual update of Guidebook
  • Coordinates Research and Development talk annual schedule
  • Assists with organization of Clinical Area workshops, guest speakers
  • Assists in Year Opening Memos for incoming class, students, and faculty
  • Assists Admissions Committee in admissions process
  • Coordinates and schedules Phase II interview day for each shortlisted applicant
  • Fields queries from applicants
  • Assists in coordinating/organizing/running Clinical Area meetings
  • Takes minutes at meetings, writes up for circulation
  • Assists as required with followup on action items
  • Develops and maintains rational systems for organizing and accessing Clinical Program information for students and faculty
  • Oversees payment of dues to CCPPP, CPA, AAPIC, and Time2Track
  • Sends annual renewal update and instructions on Time2Track to students
  • Assists in developing general organization, policies, and procedures for Clinical Area
  • Assists with updating and improving the Admissions and Clinical Area website content
  • Coordinates and attends events for the Clinical Area,
    CMHRT, and some department
  • Maintains Clinical student files
  • Maintains and updates list of Clinical Program alumni contact and job information
  • Meets with DCT as required
  • Assists with s


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