The Doctor of Psychology program is seeking an Administrative Assistant to provide administrative and operational support. The successful applicant will report directly to the Director of Clinical Training, Doctor of Psychology (PsyD) Program. The position is physically located within the Psychology Training Clinic, the main clinical training location for Doctor of Psychology students.

The nature of this position requires an individual who is efficient in a multi-tasking work environment, has high levels of competencies in office-related computer technologies and all online UPEI systems, an ability to work independently, excellent analytical and planning abilities, strong motivation, and exceptional interpersonal skills, including interactions with vulnerable populations.

RESPONSIBILITIES:

• Representing the Doctor of Psychology and Psychology Training Clinic as the initial point of personal, electronic, and telephone contact presenting a professional and congenial image to the public, faculty, students, other university staff, clients, and referral sources
• General support to the staff, students, and clients of the Psychology Training Clinic including but not limited to scheduling of clients, maintaining client records, booking of consultation rooms, filing, and managing use of the psychological test library
• Providing direct administrative support to the Doctor of Psychology program, including but not limited to assistance with scheduling, organization of appointments and meetings, preparation of documents and helping to track and complete program-related tasks
• Providing direct administrative support to three staff clinical psychologists in the Psychology Training Clinic
• Assisting Doctor of Psychology students in their day-to-day clinical practice in the Psychology Training Clinic
• Liaising effectively with the Department of Psychology administrative and technical staff to ensure seamless integration of the administrative structure of the doctoral program with the department structure
• Maintaining a well-organized administrative filing system within the Doctor of Psychology program
• Responding to queries from prospective PsyD students and supporting the student admissions process
• Maintaining means to communicate (e.g., mailing lists, email lists, newsletters) with graduate students, faculty, staff, and others associated with the graduate program
• Preparing and editing correspondence, reports, charts, spreadsheets, and statistics using software appropriate to the Doctor of Psychology program. A general aptitude for learning and engaging with various software programs within a clinical psychology context is important, especially on electronic records system
• Monitoring and maintaining an up-to-date record of the PsyD budget, preparing requisitions and other forms to meet operational needs
• Monitoring and maintaining office supplies: tracking the ordering of all supplies and equipment
• Performing other related duties as assigned

QUALIFICATIONS:

• Post-secondary education in an administrative assistant program with two years related experience, or an equivalent combination of training and experience
• Skills in office management and proficient in Microsoft Word, Excel, Moodle, E-Mail usage, myUPEI, Google docs, PowerPoint, Internet searches and data management programs considered an important asset
• The ability to learn to engage with and operate new software packages and technologies including those related to Psychology Training Clinic operations, including a secure video recording system used in student supervision (PsyViewer), and an electronic records platform (Titanium)
• Demonstrate superior customer service orientation and attention to detail
• Excellent oral and written English communication skills are essential
• Strong time-management, organizational and interpersonal communication skills
• Strong analytical and problem-solving abilities
• Must be able to work independently and as part of a team
• Ability to work with minimal supervision and establish priorities in a fast- paced multi-tasking environment
• Able to maintain confidentiality and discretion especially as it relates to interactions with vulnerable populations
• Knowledge of UPEI operations, its regulations and policies is an important asset