The Doctor of Psychology program is seeking a .6 FTE (20.25 hours per week) 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, with some time each week in Memorial Hall, Department of Psychology. Day-to-day working hours are somewhat flexible, with the exception of Mondays when the applicant would be expected to be at the Psychology Training Clinic from 8am-4pm. Additional hours could be worked e.g., 9am-1pm across several days vs. another full day. 

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.

            RESPONSIBILITIES:

• 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

• Preparing meeting agendas for the Clinical Psychology Committee (CPC) and taking minutes
• 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, including among others, student files and meeting minutes
• 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
• Representing the Doctor of Psychology program 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
• Support all operational process and services within the Psychology Training Clinic, including scheduling appointments, supporting training activities, liaising with referral sources, providing document support, managing the use of the psychology test library, and maintaining confidential health records
• Monitoring and maintaining office supplies: tracking the ordering of all supplies and equipment
• Adhere to confidentiality requirement

• 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 software packages and technologies including those related to Psychology Training Clinic operations, e.g., electronic records platform (Titanium)
• Demonstrate superior 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
• Knowledge of UPEI operations, its regulations and policies is an important asset