Administrative Coordinator, Cmhrt and Clinical Area

6 months ago


Waterloo, 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 up-to-date calendar and schedules all in-person 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 follow-up 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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