Administrative Coordinator, CMHRT and Clinical Area

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 ReceptionOpen and close CMHRT, greet visitors and clients; assist students and faculty where neededManage 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 TAsKeep up-to-date calendar and schedules all in-person activities in the CMHRTMonitor client parking; ensures there is a sufficient supply of parking passes, reviews parking protocols with CMHRT personnel; coordinates with PAO if issues ariseSchedule rooms for client meetings and treatment groupsMonitor clinical sites, such as CMHRT Intake, CMHRT phone and email; Alerts relevant students/ faculty about messages when required. Responds to general inquiries about CMHRT services and consults with the CMHRT Director or delegate, as needed for all other inquiresDirect any media inquiries to CMHRT Director or delegateManage mail Data Base and Client Records ManagementAssists 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, , 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 policyResponsible for management of paper client files: Sets up files, stores, completes audits and shreds according to policyTroubleshoot 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 dataProvides CMHRT Director with data summaries, graphs and analytics for key CMHRT indicators (. service flow, service outcomes, revenues, using statistical programs such as SPSS or ExcelAssists CMHRT Director in producing dashboards, Annual Reports, Policy Manuals, Supervisor Handbook CMHRT ResearchIn 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 LibraryResponsible for management of Psychology Test Library and CMHRT Resource LibraryManage library database: register test loans and returns; update library contents; ensure physical tests are cataloged and organized; monitor and integrate electronic testsEnsure 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 AssociationOversees Clinical Program website material for accordance with CPA requirementsOngoing update of tables of data for CPAAssists with Self-Study ReportKeeps tables of data up to dateEnsure all information is up to date, cross reference to ensure data on website, Guidebook is consistentCoordinates 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 processExtracts and organizes applicant data for application reviewCoordinates and schedules Phase II interview day for each shortlisted applicantFields queries from applicants Assists in coordinating/organizing/running Clinical Area meetingsTakes 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 Time2TrackSends 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 special projects as assigned

Financial Management:

In collaboration with the CMHRT Director, creates financial plan for CMHRT including annual budget and revenue and expense forecast and reports to the Psychology Administrative Officer (PAO); monitors and reports expenditures and income, follows UW and department policies and procedures In collaboration with the DCT, creates financial plan for the Clinical Area including annual budget and revenue and expense forecast and reports to the PAO; monitors and reports expenditures and follows UW and department policies and procedures In collaboration with the CMHRT Director, creates financial plan for Test Library including annual budget and expense forecast and reports to the Psychology Administrative Officer (PAO); monitors and reports expenditures and income (provides Director with budget report each term), follows UW and department policies and procedures Administrator for debit system and finance online system Reviews needs and assesses appropriateness of purchases given budget constraints and policy, makes recommendations to CMHRT Director Assists and trains clinicians on billing clients; Creates, monitors, and provides policies and procedures for online billing system for in person and teletherapy; Monitors online record of payments Audits equipment upgrade needs and makes recommendations to CMHRT Director, purchases accordingly Processes expense reimbursements, student travel, conference fees and honorariums Completes purchase requisitions or uses the P-Card as required for faculty and student purchases, reconciles P-Card and requisitions on monthly basis Maintains and reconciles petty cash funds.

Clinical Graduate Education Support:

Coordinates a conflict-free course schedule for clinical graduate courses each academic term, requiring significant liaison with students, professors, and Psychology Program Manager Coordinates the clinical research and development schedule each year; consisting of research talks, workshops and case conferences Assists with practicum course scheduling, including advising students on which forms to fill out, which practicum course to take, scheduling of practicum courses, creation of new practicum courses Assists with new clinical student application process (approx. 240 applicants each January), utilizing UW graduate application software, and coordinating schedules of applicants, faculty, and students for short-listed applicant’s visits Maintains . student’s clinical files according to UW and CPA policy Assists the CMHRT Director with updating, formatting, and editing CMHRT materials, policies and manuals Assists the DCT with divisional graduate student advisory materials Assists the PAT Coordinator with updating, formatting, and editing the PAT manual

Facilities Management:

Liaises with University’s Plant Operations as required; complete and approve work requisitions in collaboration with the CMHRT Director. Track and oversee to ensure it is completed in a timely manner. Liaises with Psychology Administrator to coordinate Central Stores movers. Track and oversee to ensure it is completed in a timely manner. Monitors general supplies for the operation of standard office equipment; Contacts supplier if equipment is not working, such as debit machine or xerox Organizes and coordinates graduate room assignment assignments. Works with PAO to finalize and prepare office space Coordinates office reorganization, space planning and implementation, as required Monitors facility upkeep: including furniture, windows, adjunct room, carpets, garbage, recycling, locks, alarms, toys for child clients, books, artwork, lighting, data projectors.

Equipment and Software:

System Administrator for CMHRT database, client software (Penelope), and web-based collaboration services (such as SharePoint, Access, MS Teams, Manages the CMHRT’s and Clinical Area’s web page content, in consultation with CMHRT Director, DCT, and Psychology Web Master Liaises with Psychology IT team for any issues and improvements required. Track and keep oversight of issues ensuring that they are resolved in a timely manner Liaises with UW IST for security system. Adds, deletes users, and assigns fobs Liaises with Psych IT for A/V and sound system System administrator for Qualtrics site and outcome questionnaire system (OQ) Expected to learn and implement software as required.

Qualifications

Undergraduate degree or equivalent combination of education and experience. Minimum 3 years administrative experience, including customer service, managing schedules and minute taking Experience in financial management an asset Intermediate experience with Microsoft Suite, SharePoint, and Web management and databases Well-developed analytical, customer service, and communication skills (oral and written) Demonstrated discretion and respect for confidential information and processes Strong interpersonal skills with the ability to interact in a positive and supportive manner Aptitude for attention to detail and accuracy are essential Demonstrated high level of organization and ability to manage high volumes of activity and change Demonstrated ability to take initiative with a commitment to process improvement Demonstrated ability to problem solve Demonstrated competence with data management and analysis Advanced level skills in software programs such as Excel, Qualtrics, SPSS

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