Job Description:

The Clinical Training Coordinator is a vital member of The Chicago School’s Office of Placement and Training (OPT) for the Clinical PsyD department. This role plays a crucial part in ensuring the efficient and effective coordination of all training-related activities and processes. The Clinical Training Coordinator will be responsible for managing communication, overseeing training calendars, coordinating practicum and internship programs, and providing support to students, faculty, and staff involved in training matters. This position requires exceptional organizational, communication, and administrative skills to successfully support the training and development of our students pursuing their Clinical PsyD.

Key Responsibilities:

Training Program Coordination:

• Assess, evaluate, and streamline existing processes and procedures to enhance the overall functionality of the OPT's training programs.
• Implement new systems and procedures to optimize day-to-day operations and ensure compliance with relevant standards and regulations.
• Maintain accurate and up-to-date records related to training, including student files, training rosters, and grade change paperwork.
• Maintain and distribute monthly newsletter.
• Support site development and maintain updated record of active sites.
• Support grading procedures and weekly updates with grade changes as needed.
• Submit grade changes on behalf of training faculty as needed.
• Support licensure paperwork, documentation and TQCVL paperwork for VA systems.
• Oversee OPT student workers and delegate tasks appropriately.
• Support training faculty administrative needs as they arise. Maintains ongoing availability for meetings, check-ins and ongoing discussions of tasks.
• Support OPT in management of training database

Department-Wide Communication:

• Act as the primary point of contact for the OPT department, managing the OPT mailbox and responding to training-related inquiries promptly.
• Coordinate communication between students, faculty, staff, site supervisors, and alums regarding training paperwork, events, site management, and general inquiries.
• Disseminate pertinent department-wide communications related to training on behalf of the Director of Clinical Training (DCT), Associate Director of Training (ADot), and department chair.

Training Calendar Management:

• Oversee and maintain training calendars on platforms such as Canvas and Outlook, ensuring accuracy and timely updates.
• Provide information and answer questions regarding training calendars, onboarding processes for students going on training, and liaising with staff, site supervisors, and faculty involved in training matters.

Practicum Coordination:

• Coordinate the implementation of programs, presentations, and events related to practicum, such as interviewing series, professionalism series, self-care workshops, and launch/match parties.
• Supervise and support student workers in their assistance and coordination of practicum-related activities.
• Oversee updates on practicum manual as advised by training faculty.
• Organize and disseminate timelines and guidelines to students during the practicum match and clearinghouse process, providing administrative support throughout.

Internship Support:

• Prepare materials to support summer programming, including the Internship Manual, intent to apply to internship forms, and resource hub management on Canvas.
• Plan and coordinate events for summer/fall programming, such as writing workshops, APPIC site selection meetings, interview workshops, and office hours.
• Collect and maintain specific student statistics related to internship preparation and provide administrative support during the match process. This is specific to all student data for Phase I, Phase II and PMVS. Records must be maintained per institutional requirements and departmental preferences.

Postgraduate Support:

• Assist postgraduates with licensure paperwork processing and provide training verification.
• Collect and maintain post-doctoral fellowship information/flyers.
• Facilitate connections between alumni and the registrar when appropriate.

Qualifications:

• Bachelor's degree in a related field (e.g., psychology, education, counseling) or equivalent work experience. Master's degree preferred.
• Prior experience in an administrative or coordination role, preferably in an educational or training setting.
• Knowledge of training processes, academic calendars, and academic systems (e.g., Canvas, Outlook) is desirable.
• Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
• Excellent written and verbal communication skills to interact with various stakeholders.
• Attention to detail and the ability to maintain confidentiality in handling sensitive student information.
• Proficiency in office software applications (e.g., Microsoft Office Suite).