Administrative Assistant, PhD Program's Director of Clinical Training

Palo Alto University (PAU) seeks an Administrative Assistant for the Director of Clinical Training for the PhD Program.  The PAU Ph.D. Program in Clinical Psychology is offered through a private, free- standing, non-profit professional school, located in Palo Alto, CA.  The program is accredited by the American Psychological Association (APA) and the WASC Senior Colleges and Universities Commission (WSCUC).

The candidate for this position should be able to work positively and effectively in a graduate program environment with diverse administrative staff, faculty, and students, and must be resourceful, efficient and detail-oriented. The position reports to the Director of Clinical Training of the Ph.D. program and involves providing high level administrative and clerical support both to the DCT and to the Ph.D. Program Office.

The office of the Director of Clinical Training is an active, constantly changing environment.  The right candidate for this position must possess the ability to both be “on call” during the work day to the DCT yet work independently.  Good communication skills, flexibility, and strong organization skills are a must. 

General Responsibilities:
Maintain smooth office operations by performing general administrative functions and assisting DCT in organizational activities including:
  • Maintaining DCT’s calendar and scheduling appointments
  • Working with Faculty on a wide variety of tasks
  • Maintaining records, preparing reports, and other professional documents (includes scanning, logging and routing of CVs for faculty applicants)
  • Organizing and updating institutional documents, records, tables, charts
  • Tracking and writing correspondence and email (including but not limited to Letters of Good Standing, Letters of Recommendation and Letter of Readiness for Post-Doc Internships)
  • Expense reports
  • Event coordination (work with caterer and facilities for occasional seminars)
  • Working on special projects as requested 
  • Bachelor’s degree or equivalent.  A college degree is highly preferred.
  • 3-5 years minimum experience in a similar role
  • Excellent written and oral communication skills
  • Commitment to excellence and high standards  
  • Advanced proficiency in Microsoft Word, Excel, and Outlook required
  • Extensive knowledge of administrative support procedures and office equipment 
  • Demonstrated ability to plan and organize projects
  • Strong multi-tasking, time management and problem solving skills
  • Ability to work independently, take initiative, think proactively
  • Must be reliable and resourceful  
  • Professional appearance and demeanor
  • Effective organizational skills 
  • Ability to work under pressure 
Must have excellent attendance and punctuality, collegial and diplomatic behavior at work, and work performance to the satisfaction of management, and essential functions of the position. 
Full time position with a completive base salary plus medical, dental, vision benefits, 403(b) retirement plan, flexible spending account, and Paid Time Off.
TO APPLY:  In addition to a resume, please include a cover letter detailing your interest in the position as well as relevant qualifications, and salary requirements.
Please send resume with “Administrative Assistant, PhD Program” in the subject line to
PAU is an equal opportunity employer/Affirmative Action Employer and actively works to enhance its diversity.  
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