Assistant Director - Graduate Clinical Psychology (opens in new window/tab)

Position Summary:

As the Assistant Director of the Department for the Graduate Clinical Psychology Department, you are responsible for managing the logistics and operations of the program as well as assisting and supporting the Director, Associate Director and department faculty while playing a crucial role in shaping the educational journey and student life for the online and on-campus students. Your responsibilities span across various facets of the graduate experience, from department operations, admissions, student services, mentorship and student life, student retention, alumni relations to administrative functions, monitoring degree and state licensure requirements, and beyond. We are seeking a dynamic individual who thrives in a multifaceted educational environment and is passionate about facilitating academic success and excellence.

Essential Functions:

Program Administrative Functions –

• Hires Student Workers and Teacher’s Assistants.
• Supervises, trains, and manages work direction for Student Workers and Volunteer Student Representatives as well as the Teacher Assistants.
• Assists in the organization, coordination and implementation of the Practicum Site Fairs.
• Participates in monthly Directors’ meetings for the department and assists with reviewing student appeals, petitions and behavioral issues.
• Assists with Faculty Searches and serves on the Faculty Search Committees.
• Monitors Students probational statuses and sets up student meetings with the Director as required.
• Organizes and coordinates logistical details (e.g. calendars, room and equipment reservation, ordering of supplies, agenda creation, minute taking, etc.) for department courses, meetings, and events.
• Assists in gathering program statistics and data, coordinating and running department surveys and compiling data.
• Assists in the creation of course schedules.
• Collects and submits course book adoptions from faculty.
• Assists faculty with administrative tasks, including paperwork processing such as grade changes and academic exceptions.
• Maintains records of student registration data for administrative purposes.
• Manages up-to-date student lists, contact details, and confidential files.
• Helps faculty with Canvas, email, self-service and offers IT help.
• Recommend and assists in the implementation of updates to program catalogs, handbooks, and academic policies.
• Stays informed about licensing requirements and new laws relevant to the program (i.e., Professional Clinical Counselor licensure (LPCC) and Marriage and Family Therapist licensure (LMFT) to ensure program compliance and guide students appropriately.
• Contributes to the ongoing improvement of program quality in line with institutional goals and standards.

University Support –

• Collaborates with various campus departments as needed.
• Participates and assists with new program proposals, new program launches and the organization of new program initiatives.
• Supports the university in coordination and implementation of the commencement ceremonies.
• Participates in specialized task force meetings.
• Attends strategic-operation meetings as necessary.
• Participates and assists in organization of specialized meetings requested by administration.
• Regularly participates in departmental, school, and university meetings.
• Undertakes additional tasks as directed by the AVP of Graduate and Professional Education.

Student Life –

• Directs, monitors, manages and coordinates Graduate Clinical Psychology Alumni Mentorship Program.
• Implements initiatives for students to engage with self-development including, but not limited to, coordinating and facilitating student community experiences, courses, highlighting opportunities and speakers, internally and externally.
• Works with Director, Associate Director and Student Workers to organize and coordinate student programming for on campus summer courses for online students, Welcome Week, Self-Care Week, Trivia Nights, Worship and Spiritual Activities, Guest Speakers and other programming initiatives such as regular events.
• Promotes with the Director diversity and inclusion initiatives and an inclusive community by organizing and coordinating diversity events and speakers as well as facilitating department dialogues that engage and gather diversity, equity, and inclusion assessment and evaluation.
• Assists in the organization of the graduation dinners and commencement planning.
• Leads the promotion of student life events through the use of social media channels.
• Networks and collaborates with other programs creating community relationships.

Student Retention and Success –

• Monitors student educational progress and promotes positive and successful learning experience in order to increase student retention, success, and completion.
• Responds to early alerts from faculty with outreach to students struggling in courses in effort to promote student retention.
• Counsels, motivates and assesses student needs, and goals to identify and provide proactive outreach to at-risk students.
• Helps students with Canvas, email, self-service, Tevera practicum software and offers IT help. Oversee a caseload of students through constant contact throughout the semester to ensure satisfactory academic progress.

Program Degree/Licensure Requirements Management –

• Monitors student eligibility for Advancement to Candidacy and Exit Project and assists in coordinating scheduling of projects for students.
• Manages, monitors and documents with the Associate Director all Board of Behavioral Sciences approval requirements for program as well as tracking that students are fulfilling required practicum hours and degree requirements for licensure eligibility.
• Assists in the submission of degree requirements and processes to Registrar Office.
• Responsible for utilizing Tevera software to manage state licensure Board of Behavioral Sciences forms and assisting in tracking all student submission of documents for practicum placement, supervisor(s), practicum site agreement(s), supervision agreement(s), insurance, student evaluations of practicum site(s), trainee evaluations and experience.

Recruitment –

• Collaborates with Graduate Admissions to streamline the admissions process for incoming graduate students.
• Reviews prospective student applications in partnership with Program Director and Associate Director to make informed admission decisions.
• Engages in informational sessions each semester for prospective students alongside GPE Admissions.
• Provides guidance and support to returning students, including transcript assessments and advice on curriculum updates.

Student Services –

• Acts as the first point of contact for graduate program students.
• Organizes orientation sessions for newcomers.
• Acts as a liaison between students and university offices like the Registrar’s, Business Office, Accounting, Financial Aid, Disability Services, Writing Center, etc.
• Monitors and advise students on their academic progress and course enrollment.
• Works with Academic Probational Students to identify risk and help provide degree plans to mitigate and meet GPA requirements.
• Manages completion and submission of various forms (i.e., add/drop, transfer paperwork, substitutions/waivers, grade changes, etc.)
• Ensures that students register for classes on time and assist in managing the registration process (i.e., changes to student schedules, addressing student problems, communicating student holds).
• Addresses individual student concerns in collaboration with Program Directors/Chairs.
• Collaborates with the Program Director of course schedules and needed course sections.
• Understands discounts for Affiliated Partnerships, scholarship opportunities for students and understands general Financial Aid policies and Student Account Clearance and Financial Aid completion and support students in the completion of the tasks (i.e., “5 waivers”, Accept/Reject, Payment Plan, etc.) necessary to move forward.

Minimum Qualifications:

• Master’s degree (in Clinical Psychology, Marriage and Family Therapy or related field)
• Organized and detailed oriented person who can analyze and understand various academic needs of students.
• Must be able to communicate and interact with the public, students, faculty members and other relevant university departments with the appropriate sensitivity and discernment to the differing aspects of what each sees as their role and responsibility.
• Strong commitment to student success o Proficiency in Microsoft Office.
• Willingness to represent the graduate programs at university and community events.
• Ability to learn and acceptance of principles, philosophies, culture, ethos, and admission of Vanguard University.

Ideal Candidate –

• Master’s degree in Clinical Psychology, Marriage and Family Therapy or related field.
• Understanding of higher education workings and organization.
• Excellent experience in customer relations and service administration required.
• Excellent critical thinking skills with ability to understand, gather and utilize data.
• Exhibit exceptional organizational skills and the ability to work unsupervised.
• Be able to work with flexible morning and evening availability.