Administrative Assistant - DCT Office

Description

Divine Mercy University seeks a highly organized, detail-oriented Administrative Assistant to support the Director of Clinical Training (DCT) Office within the PsyD Program. As a Catholic graduate institution dedicated to forming mental health professionals who integrate scientific excellence with a Catholic-Christian understanding of the person, DMU requires administrative staff who uphold the highest standards of professionalism, confidentiality, and service.

This is a fully virtual, hourly position providing administrative support to the DCT Office. The Administrative Assistant will report directly to the Assistant Director of Clinical Training and will serve as a liaison between the DCT Office and the PsyD Program Assistant to ensure smooth coordination of clinical training operations.

The position is anticipated to begin at approximately 10 hours per week, with workload gradually decreasing to approximately 5 hours per week by late spring, depending on the clinical training cycle and academic calendar needs. Hours are flexible and will be coordinated in consultation with the Assistant Director of Clinical Training. This is an hourly role requiring accurate tracking of time worked.

Requirements

Administrative and Clinical Training Support

• Assist with tracking, organizing, and maintaining clinical training documentation and student records.
• Support preparation of practicum placement materials, internship eligibility verification documentation, and student progress communications. 
• Maintain organized digital filing systems for confidential clinical training materials. 
• Assist with updating forms, spreadsheets, templates, and tracking systems related to accreditation and clinical training processes. 

Communication and Liaison Functions

• Serve as a communication bridge between the DCT Office and the PsyD Program Assistant to ensure smooth coordination of administrative tasks. 
• Assist with professional correspondence to practicum supervisors, internship sites, and students as directed. 
• Draft, proofread, and format internal letters, memos, and official communications.

Records Management and Confidentiality

• Ensure secure handling of sensitive student information and clinical documentation. 
• Maintain accuracy and organization of accreditation-related records. 
• Adhere strictly to confidentiality, FERPA-aligned practices, and institutional data policies.

Operational Support

• Assist with scheduling coordination and preparation of materials for clinical training meetings.
• Provide data entry and record reconciliation across institutional platforms such as Populi, Canvas, and Microsoft systems as needed. 
• Provide general administrative support to facilitate efficient functioning of the DCT Office.

Professional Conduct

The Administrative Assistant must demonstrate discretion, reliability, and strong organizational judgment. This role requires the ability to manage confidential information with integrity and to operate in a manner consistent with the Catholic identity and mission of Divine Mercy University.

Based on the Catholic identity and mission of Divine Mercy University, we only employ persons who demonstrate openness and respect for the Roman Catholic Church and its institutions and who have a sincere interest in advancing DMU’s mission within the Church.

Requirements

Minimum Required

• Bachelor’s degree required. 
• Demonstrated experience in office administration, data entry, digital filing systems, or record keeping. 
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Strong organizational skills with exceptional attention to detail. 
• Excellent written and verbal communication skills. 
• Ability to work independently and responsibly in a fully virtual environment. 
• Demonstrated commitment to confidentiality and professional integrity when handling sensitive information.
  

Preferred

• Experience working in higher education, academic administration, or a clinical training environment. 
• Familiarity with academic systems such as Canvas, Populi, or similar platforms. 
• Experience managing confidential student or accreditation-related documentation. 
• Alignment with DMU’s Catholic mission and ability to contribute positively to a faith-informed academic community.
  
  

Working Conditions 

• Flexible, hourly schedule averaging 10 hours per week at the start of the role, with anticipated reduction to approximately 5 hours per week as operational needs shift during the academic year.
• Collaboration with faculty and administrative staff in a mission-driven academic environment.
  

Why This Role Matters

The Administrative Assistant to the Director of Clinical Training plays a vital role in supporting the clinical formation of PsyD students. By ensuring careful documentation, organization, and communication within the clinical training system, this role directly supports the preparation of future mental health professionals who bring competence, integrity, and a Catholic-Christian understanding of the person into their professional practice.

Compensation is commensurate with education, experience, and the scope of responsibility associated with the position.

NONDISCRIMINATION STATEMENT

Committed to the teaching of Vatican Council II that every type of discrimination, whether social or cultural, whether based on sex, race, color, social condition, language or religion, is to be overcome and eradicated as contrary to God's intent (Gaudium et Spes, 29), DMU encourages applications from people of all ages, races, ethnicities, nationalities, women, men, veterans, and those with disabilities.