Associate Director - Dean Hope Center for Educational and Psychological Services

Posting Summary:
The Dean Hope Center for Educational and Psychological Services (DHCEPS) is seeking an Associate Director to assist in the administrative and clinical management of our in-house training setting for graduate students in the clinical, counseling, school psychology, reading specialist, and special education departments housed within Teachers College, Columbia University.

Job Summary/Basic Function:
The Dean Hope Center for Educational and Psychological Services (DHCEPS) is the in-house training setting for graduate students in the clinical, counseling, school psychology, reading specialist, and special education departments housed within Teachers College, Columbia University.

Reporting to the Director of the Dean Hope Center, the Associate Director plays a key role in ensuring the Center's efficient operation and fostering strong relationships among stakeholders. The Associate Director will oversee the management and daily operations of the Center while promoting collaboration with support staff, faculty, supervisors, students, and community clients.

A team-oriented approach is central to the Dean Hope Center’s values, emphasizing collaborative decision-making and open communication among all staff members. The Associate Director will work closely with the Director to maintain these principles and ensure the Center’s ongoing success.

Team & General Office Management

• In consultation with the Director, manage the Center's daily administrative functions, including managing workflow, scheduling staff, and arranging coverage for absences.
• Recruit, hire, train, retain, and supervise a diverse team, including two full-time secretaries, part-time and student staff.
• Guide staff on issues related to administrative office guidelines, HR policies, and Local 2110 Union policies.
• Support the Director in aligning team efforts with the Center and Colleges' goals, objectives, and priorities.
• Organize and lead weekly staff meetings to ensure alignment on priorities and communication of key updates
• Track and report team progress and performance metrics
• Prioritize tasks and adjust plans as needed to accommodate changing circumstances.
• Monitor and review staff services and resources to ensure high standards of efficiency in service delivery, particularly during peak times.
• Ensure that all offices are aware of and respect staff limitations and availability during these periods. Ensure that staff effectively utilizes technology for remote work, to maintain a prepared, strategic, and coordinated approach to service delivery.
• Maximize efficiency, effectiveness, and access to resources for students and staff, while also exploring and recommending new systems, software, and processes to improve virtual-only platforms
• Provide support and consultation to direct reports as needed during weekends and evenings.
• Assist in the preparation and facilitation of special projects.
• Organize and maintain the website with up-to-date information on available services, or changes to the DHCEPS schedule
• Oversee purchasing, delivery, and shipments of supplies
• Manage deadlines and oversee general administrative processes, including facility maintenance.
• Responsible for updating or writing standard operating procedure documents

Budget Administrator:

• Work closely with the Director to manage budget operations within a well-defined and limited scope of authority.
• Monitor, review, and track budgets, expenses, and revenue to ensure accuracy and compliance with policies and best practices.
• Prepare and provide detailed budget, expense, and revenue reports upon request.
• Ensure proper allocation of course fees for four different programs each semester and track expenditures related to testing materials for practicum.
• Support the collection of required information from clients utilizing sliding scale fees and facilitate fee collection as needed.
• Manage inventory of all supplies, including reviewing and approving supplier pricing, and related invoices
• Ensure the proper use and reconciliation of the P-card.

Student Support:

• Assist the Director with daily activities and administrative tasks related to managing graduate students' caseloads
• Oversee client case management, including maintaining the client database (Titanium).
• Consult with the Director to screen and assign suitable cases to students, and inform clients about decisions made regarding their cases.
• Collaborate with the Director and professors to coordinate case selection at the start of each semester.
• Conduct student orientation on Center policies, procedures, and guidelines in collaboration with the Director