Administrative Assistant to the Director of Clinical Training

Alignment with Theological Positions 

Alignment with Theological Positions: The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Department

Rosemead School of Psychology

Supervisor

This position reports to the Director of Clinical Training and the Executive Assistant to the Dean. 

Educational Requirements

Bachelor’s degree or two years of college training and commensurate experience.

Work Requirements

• Non-exempt (02), Part-time - 20 hours/week, 12 months per year

• This position requires in person work at the Biola’s campus in La Mirada, California.

• Must be able to work, infrequently, for special weekend meetings or events.

Essential Duties

• Clinical Training Placement Coordination: Assist the DCT in managing the annual match processes for practicum and internship placements. Track student applications, interviews, and placement outcomes.

• File Management: Maintain and update student clinical training files, including placements, training evaluations, Professional Growth Experiences (PGE), and Professional Qualifying Exams. Maintain Time2Track records for supervised clinical hours and supervisor credentials. Ensure all site contracts and training agreements are current. 

• Communication Liaison: Draft correspondence with and serve as a point of contact for external training sites, students, faculty, supervisors, and Biola’s legal team.

• Event Planning: Coordinate logistics for Clinical Training events, orientations, student meetings, and workshops - i.e., Thursday student meetings, Practicum Orientation and Symposium, and Internship Chapel.

• Accreditation Support: Assist in gathering data for the APA Annual Report Online (ARO) and Self-Study documents. 

• Meeting Coordination and Attendance: Coordinate and attend Clinical Training Committee (CTC) meetings and record minutes. Attend Rosemead Staff meetings and department events as deemed appropriate.

• All other duties as assigned that the supervisor determines are appropriate.

Required Skills/Qualifications

• Experience: 2+ years of administrative experience, preferably in an academic setting

• Technical Proficiency: 

  • Google Workspace: Familiarity with Google products including Gmail, Google Calendar, Docs, Sheets and Slides, Google Drive and Google Meet.

  • Microsoft Office: Familiarity with Microsoft products including Word, Excel, and PowerPoint.

  • Zoom Workplace

• Communication: Excellent written and verbal communication skills; ability to interact professionally with students, faculty, staff, and external sites.

• Data Entry: Accurate and efficient input of data in database.

• Calendar Management: Scheduling and handling appointments, meetings, and events.

• Office Administration Procedures: Knowledge of basic office equipment, protocols and processes.

• Time management: Prioritizing tasks and managing time effectively to meet deadlines; ability to juggle multiple responsibilities without compromising quality.

• Adaptability: Maintain flexibility in a dynamic work environment; ability to pivot between projects or adjust priorities as needed.

• Discretion: Demonstrated ability to handle sensitive information with discretion.

Other Desired Duties/Skills

• Strategic Planning: Thinking ahead and anticipating needs or potential challenges of supervisor or department.

• Software Experience: Familiarity with Time2Track, Adobe Acrobat Pro, FileMaker Pro, and/or document accessibility