University of Waterloo

Administrative Coordinator, CMHRT and Clinical Area

Requisition ID 2021-6858
Job Category
Administration
Department
Psychology
Employment Type
Permanent
Time Type
Full-Time
Hiring Range
$53,053 - $66,316

Overview

Provides administrative support for the CMHRT Director and the Director of Clinical Teaching (DCT). The incumbent facilitates the day-to-day operation of the Centre for Mental Health Research and Treatment (CMHRT) and the Psychology Clinical Area.

Responsibilities

Administrative Support

  • First point of contact for clients, students, and visitors

  • Keeps up-to-date calendar and schedules all in-person activities in the CMHRT

  • Monitors clinical sites, such as CMHRT Intake, CMHRT phone and email; Alerts relevant students/ faculty about messages when required. Responds to general inquiries about CMHRT services and consults with the CMHRT Director or delegate, as needed for all other inquires

  • Directs any media inquiries to CMHRT Director or delegate

  • Manages client intake referrals: Processes submissions, responds to initial enquires, enters intake form into client system, creates client file, provides information to CMHRT TAs

  • Processes admission to service and case assignments into client system; provides information to CMHRT TAs; updates information into the client system, communicates length of waitlists to clients

  • Keeps proper client records: Sets up files, stores, completes audits and shreds according to policy

  • Monitors client parking: ensures there is a sufficient supply of parking passes, reviews parking protocols with CMHRT personnel; coordinates with PAO if issues arise

  • Schedules rooms for client meetings and treatment groups

  • Schedules, attends meetings, and takes minutes. Implements agendas and action items as required

  • Meets weekly with CMHRT Director to forecast and act upon upcoming deadlines and projects in the CMHRT

  • Meets weekly with DCT to forecast and act upon upcoming deadlines and projects in the Clinical Area program

  • Librarian for the Psychology Test library and the CMHRT library collection

  • Assists the DCT in preparing the annual accreditation by Canadian Psychological Association (CPA); Collect stats for practica and internships. As well as coordinates CPA accreditation site visits

  • Assists in orientation and training for all CMHRT employees, adjunct, residents, TAs, Clinical Area faculty and graduate students with technical equipment and software (including but not limited to: Penelope, SharePoint, RefWorks, virtual meeting space such as MS Teams, WebEx, etc.), A/V and sound system, security system, policy and procedures. Ensures they have everything to start on the first day, such as: keys, skype, equipment, etc.

  • Liaises with Psychology Program Manager for setting up payroll for approved TAs

  • Coordinates and tracks annual administrative cycle of responsibilities

  • Open and closes CMHRT

  • Coordinates and attends events for the Clinical Area, CMHRT, and some department

  • Picks up mail

  • Monitors and orders supplies

  • Participates in the design and purchase of CMHRT brochures, CMHRT logos, letterhead including meeting with graphic companies

  • Assists with fundraising programs

  • Performs other duties and assists with special projects as assigned

 

Financial Management

  • In collaboration with the CMHRT Director, creates financial plan for CMHRT including annual budget and revenue and expense forecast and reports to the Psychology Administrative Officer (PAO); monitors and reports expenditures and income, follows UW and department policies and procedures

  • In collaboration with the DCT, creates financial plan for the Clinical Area including annual budget and revenue and expense forecast and reports to the PAO; monitors and reports expenditures and follows UW and department policies and procedures

  • In collaboration with the CMHRT Director, creates financial plan for Test Library including annual budget and expense forecast and reports to the Psychology Administrative Officer (PAO); monitors and reports expenditures and income, follows UW and department policies and procedures

  • Administrator for debit system and finance online system

  • Reviews needs and assesses appropriateness of purchases given budget constraints and policy, makes recommendations to CMHRT Director

  • Assists and trains clinicians on billing clients; Creates, monitors, and provides policies and procedures for online billing system for in person and teletherapy; Monitors online record of payments

  • Audits equipment upgrade needs and makes recommendations to CMHRT Director, purchases accordingly

  • Processes expense reimbursements, student travel, conference fees and honorariums

  • Completes purchase requisitions or uses the P-Card as required for faculty and student purchases, reconciles P-Card and requisitions on monthly basis

  • Maintains and reconciles petty cash funds

 

Clinical Graduate Education Support

  • Coordinates a conflict-free course schedule for clinical graduate courses each academic term, requiring significant liaison with students, professors, and Psychology Program Manager

  • Coordinates the clinical research and development schedule each year; consisting of research talks, workshops and case conferences

  • Assists with practicum course scheduling, including advising students on which forms to fill out, which practicum course to take, scheduling of practicum courses, creation of new practicum courses

  • Assists with new clinical student application process (approx. 160 applicants each January), utilizing UW graduate application software, and coordinating schedules of applicants, faculty, and students for short-listed applicant’s visits

  • Maintains Ph.D. student’s clinical files according to UW and CPA policy

  • Assists the CMHRT Director with updating, formatting, and editing CMHRT materials, policies and manuals

  • Assists the DCT with divisional graduate student advisory materials

  • Assists the PAT Coordinator with updating, formatting, and editing the PAT manual

 

Facilities Management

  • Liaises with University’s Plant Operations as required; complete and approve work requisitions in collaboration with the CMHRT Director. Track and oversee to ensure it is completed in a timely manner

  • Liaises with Psychology Administrator to coordinate Central Stores movers. Track and oversee to ensure it is completed in a timely manner

  • Monitors general supplies for the operation of standard office equipment; Contacts supplier if equipment is not working, such as debit machine or xerox

  • Organizes and coordinates graduate room assignment assignments. Works with PAO to finalize and prepare office space

  • Coordinates office reorganization, space planning and implementation, as required

  • Monitors facility upkeep: including furniture, windows, adjunct room, carpets, garbage, recycling, locks, alarms, toys for child clients, books, artwork, lighting, data projectors

 

Equipment and Software

  • System Administrator for CMHRT database, client software (Penelope), and web-based collaboration services (such as SharePoint, Access, MS Teams, etc.)

  • Manages the CMHRT’s and Clinical Area’s web page content, in consultation with CMHRT Director, DCT, and Psychology Web Master

  • Liaises with Psychology IT team for any issues and improvements required. Track and keep oversight of issues ensuring that they are resolved in a timely manner

  • Liaises with UW IST for security system. Adds, deletes users, and assigns fobs

  • Liaises with Psych IT for A/V and sound system

  • System administrator for Qualtrics site and outcome questionnaire system (OQ)

  • Expected to learn and implement software as required

Qualifications

  • Undergraduate degree or equivalent combination of education and experience
  • Minimum 3 years administrative experience, including customer service, managing schedules and minute taking

  • Experience in financial management an asset

  • Intermediate experience with Microsoft Suite, SharePoint, and Web management and databases

  • Well-developed analytical, customer service, and communication skills (oral and written)

  • Demonstrated discretion and respect for confidential information and processes

  • Strong interpersonal skills with the ability to interact in a positive and supportive manner

  • Aptitude for attention to detail and accuracy are essential

  • Demonstrated high level of organization and ability to manage high volumes of activity and change

  • Demonstrated ability to take initiative with a commitment to process improvement

  • Demonstrated ability to problem solve

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

 

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

 

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

 

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

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