The Administrative Aide to the Director of the Clinical Science and Psychopathology Research Program provides on-going administrative support and assistance to the director. The day-to-day operations of the program are handled directly by this position. Is expected to review, analyze, recommend, and implement change in all areas of operation (space, budgets, expenses, purchases, maintenance, security/safety). Is responsible for data collection & interpretation for both university and outside reporting. Serves as program representative. This person acts as liaison between various units of the program and outside agencies, such as departmental administration, faculty, students, APA, PCSAS, NIH, APPIC, and others.
Administrative coordination (50%)
Assist in the daily operations of the Clinical Science and Psychopathology Research (CSPR); Personality, Individual Differences, and Behavior Genetics (PIB); and Biological Psychopathology (BP) Psychology Programs
Provide administrative support to the area director and assist area faculty, as necessary.
Coordinate program admissions.
Coordinate and manage process for the Written Specials Examinations.
Manage fellowship process for CSPR’s and PIB’s foundation accounts, including soliciting applications, awarding fellowships, preparing payroll documentation for accounting, and facilitating thank you letters for donors.
Recommend, draft/update, and/or communicate to program faculty and students policy and procedural changes related to the department, college, and/or graduate school.
Create, maintain, and review program files and documentation.
Serve as first point of contact for internal and external stakeholders regarding the programs.
Schedule, attend, and ensure proper record keeping of program faculty meetings.
Contribute to orientation for new faculty and instructors; facilitate office set-up for new faculty.
Provide instructional support including purchasing course materials, distributing permission numbers for graduate courses, submitting online course listing updates, facilitating course copying, and arranging parking for guest speakers.
Develop and maintain program faculty/graduate student rosters and alumni database.
Review and maintain program internet and intranet pages.
Assist with managing programs’ offices and classroom spaces.
Provide work direction for a student worker.
Student Services Support (25%)
Serve as liaison for prospective, incoming, and current students, and alumni in CSPR, PIB, and BP psychology programs. Serve as an administrative liaison to the Institute of Child Development Program for CSPR’s joint student body. Serve as a liaison for programs graduate students to the Director of Graduate Studies and Graduate School.
Advise graduate students on requirements, registration, progression, paperwork, and policies and procedures.
Assist graduate students with preliminary oral and final oral examinations
Coordinate, organize, and execute area and department recruiting events, including Welcome Weekend, the Diversity in Psychology Program, and the Practicum Breakfast.
Maintain and post program graduate student handbooks online.
American Psychological Accreditation (APA) and Psychological Clinical Science Accreditation System (PCSAS) (20%)
Assist with coordinating APA and PCSAS accreditation renewal, which includes self-study reports and site visits. Survey, track, and report alumni and student proximal and distal data to be used in re-accreditation self-studies and site visits, as well as program annual evaluation and best practices in graduate education.
Assist with coordinating annual report, which includes data on admissions; degree clearance; student attrition; and student, faculty, and alumni demographics.
Recommend and execute policies and procedures for CSPR program adherence to PCSAS and APA Standards of Accreditation, including tracking student competencies and auditing student portfolios for cumulative progress.
Serve as primary point of contact for APA Office of Program Consultation and Accreditation. Review, draft, and disseminate correspondence/narrative between the clinical program and APA.
Manage, update, and post student admissions, outcome, and data online per APA Standards of Accreditation.
Pay annual accreditation dues to APA and annual institution/program dues to organizations that increase the prestige of our program.
Participate in departmental activities, such as serving on committees.
Engage in event planning for department-sponsored conferences, colloquium speakers, events, and meetings.
Essential Qualifications: High School Diploma/GED and four years of related office and administrative experience. Training/education may be substituted for up to two years of experience.
Computer experience required; experience working with and maintaining computer databases and spreadsheets.
Preferred Qualifications: Strong organizational skills, strong communication skills, skillful at community and interpersonal relations.
Ability to work effectively with diverse populations, confidence with problem solving and prioritizing duties.
Familiarity with University of Minnesota business processes and supervisory experience.
Internal Number: 328838
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.