Administrative Assistant to the Director of Clinical Training

Administrative Assistant to the Director of Clinical Training Position Description The Administrative Assistant to the Director of Clinical Training supports the DCT in the management of Rosemead’s psychology doctoral programs’ clinical training activities and placements (i.e., practicum and internship). This role is pivotal in ensuring that students meet their clinical training requirements and that the program maintains compliance with American Psychological Association (APA) accreditation standards.

Alignment with Theological Positions Alignment with Theological Positions

The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Department Rosemead School of Psychology

Supervisor This position reports to the Director of Clinical Training and the Executive Assistant to the Dean. Educational Requirements Bachelor’s degree or two years of college training and commensurate experience.

Work Requirements Non-exempt (02), Part-time - 20 hours/week, 12 months per year This position requires in person work at the Biola’s campus in La Mirada, California. Must be able to work, infrequently, for special weekend meetings or events.

Essential Duties Clinical Training Placement Coordination

• Assist the DCT in managing the annual match processes for practicum and internship placements. Track student applications, interviews, and placement outcomes.
• File
• Management: Maintain and update student clinical training files, including placements, training evaluations, Professional Growth Experiences (PGE), and Professional Qualifying Exams. Maintain Time2Track records for supervised clinical hours and supervisor credentials. Ensure all site contracts and training agreements are current.
• Communication
• Liaison: Draft correspondence with and serve as a point of contact for external training sites, students, faculty, supervisors, and Biola’s legal team.
• Event
• Planning: Coordinate logistics for Clinical Training events, orientations, student meetings, and workshops - i.e., Thursday student meetings, Practicum Orientation and Symposium, and Internship Chapel.
• Accreditation
• Support: Assist in gathering data for the APA Annual Report Online (ARO) and Self-Study documents.
• Meeting
• Coordination and
• Attendance: Coordinate and attend Clinical Training Committee (CTC) meetings and record minutes. Attend Rosemead Staff meetings and department events as deemed appropriate. All other duties as assigned that the supervisor determines are appropriate.

Required Skills/Qualifications Experience

• 2+ years of administrative experience, preferably in an academic setting
• Technical
• Proficiency:
• Google
• Workspace: Familiarity with Google products including Gmail, Google Calendar, Docs, Sheets and Slides, Google Drive and Google Meet.
• Microsoft
• Office: Familiarity with Microsoft products including Word, Excel, and PowerPoint.
• Zoom
• Workplace
• Communication: Excellent written and verbal communication skills; ability to interact professionally with students, faculty, staff, and external sites.
• Data
• Entry: Accurate and efficient input of data in database.
• Calendar
• Management: Scheduling and handling appointments, meetings, and events.
• Office
• Administration
• Procedures: Knowledge of basic office equipment, protocols and processes.
• Time management: Prioritizing tasks and managing time effectively to meet deadlines; ability to juggle multiple responsibilities without compromising quality.

Adaptability

Maintain flexibility in a dynamic work environment; ability to pivot between projects or adjust priorities as needed.

Discretion

Demonstrated ability to handle sensitive information with discretion.

Other Desired Duties/Skills Strategic Planning

• Thinking ahead and anticipating needs or potential challenges of supervisor or department.
• Software
• Experience: Familiarity with Time2Track, Adobe
• Acrobat
• Pro,
• FileMaker
• Pro, and/or document accessibility
• Hiring range: $26.22 - 28.85 per hour