Department Coordinator, Department of Doctoral Studies

Overview

The Department Coordinator provides administrative, operational, and student support for the Department of Doctoral Studies in Clinical Psychology. Reporting to the Program Director, the Department Coordinator serves as a key administrative resource for the Psy.D. in Clinical Psychology and M.A. in General Psychology programs. The position collaborates closely with the Program Director and Department Manager, and serves as a central point of contact for students, faculty, staff, and external stakeholders, ensuring the efficient day-to-day functioning of the department and supporting the program's academic and administrative activities. The Department Coordinator manages a wide range of responsibilities related to student services, admissions, registration, scheduling, accreditation support, faculty coordination, event planning, record management, and departmental communications. The role requires strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to effectively manage multiple priorities in a fast-paced academic environment.

Responsibilities

Assist in performing all administrative work-related activities for the PsyD Program in Clinical Psychology and the General Psychology Master's Program, which includes, but is not limited to the following:

• Answer and address all program inquiries (CRM, phone, email)
• Coordinate online and in-person information sessions, support recruitment events, and participate in open houses
• Manage the application process through PsychologyCAS, including updating the applications and closing and opening the annual cycles
• Communicate with prospective applicants via PsychologyCAS and email as necessary
• Support the planning of interview days, including developing schedules and managing building logistics
• Interact with Admissions regarding issues pertaining to applicants and newly accepted students
• Collect immunizations and other documents for new students and submit to the Registrar
• Work with building management to designate room assignments for department classes and events
• Assist students in resolving on-line registration issues, contact existing students to register for classes, send registration PINs, and request overrides for students who need them
• Maintain student files; track data with regard to student/program progress and results; maintain student databases in Excel Format/Box
• Maintain current syllabi databases
• Process withdrawal forms, leave of absences, change of grade, and other related forms for students
• Schedule departmental activities and events
• Obtain new student ID cards and proctor exams as needed
• Provide support and document maintenance for required accreditation materials
• Review graduating students to ensure all graduation requirements have been met
• Work with all levels of internal management and staff as well as external parties to organize the various components needed to operate the PsyD and MA programs

Qualifications

Education/Experience

• Bachelor's Degree required.
• Proven administrative or assistant experience (academic administrative experience preferred).
• Experience in the education field a plus.
• Excellent customer service, organizational, and record-keeping skills.
• Strong computer and technical skills.

Knowledge/Skills/Abilities

• Effectively manage and organize daily tasks, independently and with a team, while balancing multiple projects and meeting deadlines.
• Demonstrated proficiency in communication (written and verbal). 
• General administrative duties. 
• Customer service and team orientated. 
• A high degree of interpersonal competency: professionalism, diplomacy, judgement, and discretion. 
• Demonstrated ability to develop positive and cooperative relationships with students, faculty, and colleagues. 
• Enthusiastic and creative individual with a friendly personality.
• Adaptable team player who is detail-oriented and takes pride in their work.
• Demonstrated ability to problem solve, troubleshoot and think creatively.

Working Conditions

• Primarily works in a professional office environment.
• Regular use of computers, telephones, and other standard office equipment.
• Prolonged periods of sitting, with occasional standing, walking, bending, and reaching.

Maximum Salary

Minimum Salary