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Clinical Program Assistant/Grants Coordinator

Employer
Clark University
Location
Massachusetts, United States
Salary
Salary Commensurate with experience
Date posted
Sep 15, 2022

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Position Type
Faculty Positions, Social & Behavioral Sciences, Psychology
Employment Level
Administrative
Employment Type
Full Time

Job Details

Company Description:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub.

Job Description:

This position provides administrative support to approximately 7 full-time and occasional part-time or visiting faculty members in the Psychology Department. It ensures that the Clinical Program runs efficiently by coordinating with faculty, students, and alumni as well as other University staff and administrative departments. Extensive understanding of the evolving objectives and goals of the Clinical Program is essential to support the ongoing expansion of clinical and research programs, and as a means to reach the goals of the program.

In addition, this position is responsible for grant preparation/management, as well as any other grant-related support for all Psychology faculty and graduate students. 

Clinical Program Assistant (70-75%)

  • Clinical Office Support - Create confidential client files for 2nd and 3rd year clinical practicum programs, including Clark students receiving individual psychotherapy and couples from the local community receiving couples therapy; advertise for clients on campus and in the community; serve as primary contact person for incoming calls; maintain wait list for potential clients; order and monitor distribution of psychological testing materials/forms for clinical assessment practica; facilitate access to online assessment tools; coordinate with Director of Clinical Training (DCT) to update Clinical program manual; attend and record minutes of monthly Clinical program meeting.
  • Clinical Graduate Student Interview Days - Work with Graduate Admissions to facilitate communication with faculty and ensure faculty have the necessary information regarding applicants and interviewees. Serve as primary contact for approximately 30 prospective graduate students invited to interview; coordinate lodging for applicants with clinical graduate students, as necessary; create in-person or virtual schedules for each applicant to meet with clinical faculty and current graduate students on designated days. This includes opening orientation, one-on-one interviews, lab meetings, free time, tours. Work with Graduate Admissions to compile and distribute completed information on ratings scales for each of the applicants for clinical faculty discussion. 
  • Student Competency Evaluations - Assist DCT and faculty in collecting data on student evaluations on a semi-annual basis; update and distribute forms to students on a semi-annual basis; prepare and distribute evaluation letters on a semi-annual basis; collect and file signed competency evaluation forms on an annual basis. 
  • Clinical Workshop - Clinical PhD program requirement for cohorts 1-4. Fall semester consists of invited speakers; Spring semester consists of case presentations by the students. Workshop support includes sending out reminders to clinical faculty and students; coordinating with external speakers, including room reservations, media setup, and distribution of related materials; processing honorarium payment. 
  • Clinical Faculty Support - Provide support to approximately seven (7) full-time faculty members as well as occasional part-time faculty within the Psychology Department. This includes: Processing reimbursements for travel and other expenses incurred; quick and efficient assistance in preparation for classes, including proofreading, editing, and copying syllabi, handouts, and exams; scanning; media requests and setup; library and web searches and similar class-related projects; contacting publishers for examination and desk copies of adopted course texts; assisting faculty in preparing and editing confidential recommendation letters and other correspondence for undergraduates, graduate students, and alumni.
  • APA Annual Report - Request and compile data from current clinical students, faculty, and alumni in preparation for the annual report to the American Psychological Association. Maintain database of this information, complete and submit the annual report before the assigned deadline, prepare and post required annual outcome tables for Psychology website.  
  • APA Site Visit - (takes place every five to ten years) Aid in preparation of APA self-study report prior to APA accreditation site visit: compose, post, and gather data from surveys completed by alumni, current graduate students, and faculty. Assist the DCT and ADCT in preparing data tables. Serve as primary contact and assist in any way necessary to ensure the site visitors receive the data or input they require.
  • External Practice Support-Assist students and Associate DCT with any required paperwork for external practica placements. Collect and file external practica agreements annually. Collect introductory letter; preparing and distributing confidential evaluation forms for students in external departmental practica on a semi-annual basis. 

Grants Coordinator (20%)

  • Assist in grant/fellowship preparation/management for 15+ faculty and additional graduate students. Includes keeping up-to-date on Clark policies and procedures that affect grant budgets; excellent working knowledge of Excel for budget preparation and analysis; formatting of grant proposals and submission consistent with requirements from federal agencies such as NSF and NIH, as well as grant foundations; knowledge of electronic submission protocols for these agencies and assisting faculty with all aspects of this process. Requires regular communication with the Office of Sponsored Programs and Research (OSPR) and Corporate and Foundation Relations (CFR) regarding upcoming grant applications, and coordination between faculty and grant offices regarding grant submittal.
  • This position also provides support for post-award grant activities, including budget tracking; budget revisions; assistance with reporting, as needed; purchasing for grant needs; processing of grant-related course buyouts, reimbursements, participant payments, and payroll activities. In addition, interfacing with other Clark departments and the department administrator as necessary to make sure that grant budgets are properly charged; serving as the department liaison to the Office of Sponsored Programs and Research (requires keeping up to date on grant submission procedures and other policies of OSPR). 

 

Special Projects (5-10%)

  • Web Editing - Updating the Psychology Department web pages, including clinical program outcome data tables and faculty profiles on a regular basis in conjunction with the Department Administrator.
  • SharePoint Site - Maintain the Psychology Department Graduate Student SharePoint Site in coordination with Department Administrator, to include updating current Academic Year information, adding new content when needed, facilitating access for current students and faculty.
  • Assist in various department-specific events and activities including Graduate Research Festival, conferences, meetings, and office and classroom space assessments and needs.  
  • Assist with maintenance of Department spreadsheets and databases as needed

Requirements:

  • Bachelor's degree strongly preferred. 
  • Minimum of three (3) years of experience required.
  • Strong written and verbal communication skills. 
  • Critical thinking/problem solving; ability to create and follow effective processes.
  • Ability to work collaboratively with diverse faculty, staff, and graduate students, and to maintain confidentiality and discretion regarding client information and records. 
  • Ability to work independently and effectively, with strong time management skills. 
  • Experience with developing and tracking budgets and the ability to work on multiple projects and meet multiple deadlines.
  • Proficiency in the Microsoft Office Suite, especially Word, Excel (calculations, formulas, pivot tables), Publisher, and PowerPoint. 
  • Proficiency in the Qualtrics Survey System. 
  • Experience with Microsoft Access a plus. 
  • Training in web editing.
  • Training in Banner financial and CU Web needed for work with grant budgets. 
  • Training in online procurement system (SmartBuy Plus) required for purchasing and payment tasks.

Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus

 

Clark University currently requires all employees and students to be vaccinated against COVID-19. Exemptions will be made for medical or disability reasons or religious beliefs, and could be made, at the sole discretion of the University, for other well-documented reasons.

Additional Information:

Clark University embraces equal opportunity as a core value: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.

Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities. For a complete list of benefits for eligible employees visit here.

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

  • Resume
  • Cover letter

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.

Applicants must be currently authorized to work in the United States for any employer.

 A successful background check is required upon acceptance.

Apply Online

Company

Clark University

Clark University was founded in 1887 as one of the first all-graduate institutions in the country. Today, Clark promotes a rigorous liberal arts curriculum within the context of a research experience that addresses challenges on a global scale.

We’re privately funded, coeducational, and nonsectarian, and we offer bachelor’s, master’s, certificate, and doctoral degree programs in a wide range of disciplines.

Clark University’s 72-acre, tree-filled campus is located in Worcester, Massachusetts, known as “the Heart of New England.” Our location in the center of the state makes us easily accessible from just about any point in New England, including Boston (one hour), Providence (45 minutes), and Portland, Maine (two hours). We’re also an easy 3-1/2-hour drive from New York City.

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