Department of Humanistic Clinical Psychology: Administrative Coordinator

Job Description:

Saybrook University—a private, nonprofit graduate institution—has long been a leader in humanistic psychology, dedicated to exploring the full spectrum of human experience. With a mission centered on personal transformation, social justice, and community well-being, Saybrook fosters a deeply meaningful academic environment.

The Department of Humanistic Clinical Psychology (HCP) is currently seeking a detail-oriented, creative, and proactive part-time administrative coordinator. This remote position plays a key role in supporting the administrative functions of the department, contributing to its smooth operation and mission-driven goals. Reporting directly to the department chair and working closely with faculty and staff, the administrative coordinator will provide essential support in scheduling, communication, document preparation, data collection/analysis, and other day-to-day tasks.  
 

Position Details:
Start Date:        June 1, 2025, or until filled
Part-time:         20 hours 
Location:           Remote
 

Position Responsibilities

This position includes year-round administrative support duties and rotational event planning responsibilities that occur twice a year, aligned with our in-person learning events at the start of each term and midterm. While the core administrative functions are ongoing, event-related tasks increase in the months leading up to and during each event cycle.

I.Year-Round Administrative Support

• Schedule meetings

• Manage calendars

• Assist with internal and external communications

• Electronically organize files, record-keeping, and running reports

• Proofreading documents

• Support faculty-led initiatives, events, and academic projects.

• Perform additional administrative tasks as assigned
   

 II.    Rotational Episodic Event Planning and Coordination

Pre-Event Planning

• Assist in creating event schedules for semi-annual residential and community learning events (RLE, CLE) by importing and updating data in event platforms

• Update Microsoft Forms for surveys and evaluations as requested

• Coordinate with speakers, sponsors, and vendors; collect and upload bios, images, sponsor banners, etc.

• Input Clinical Psychology session codes and upload related session materials

• Create Clinical Psychology presenter packets using mail merges, code sheets, and session schedules

• Maintain attendee registration databases; update changes and handle cancellations

• Assist in testing event platforms, including apps, websites, and event emails for accuracy and functionality

• Upload images, documents, or text files to the event site; assist with updates past deadlines

• Track special dietary needs and run menu reports; assist in menu planning
   

Event Coordination

• Coordinate and collaborate with the Saybrook University Academic Project and Conference Manager

• Provide remote support during events (registration, information desk, troubleshooting)

• There may be opportunities to be on-site (negotiable)

• Coordinate with venue staff for room setup, changes, or presenter needs

• Maintain clear and timely communication with attendees and stakeholders

• Inventory and track presenter materials and event supplies
   

Post-Event Tasks

• Assist with gathering and analyzing attendee feedback

• Assist with running post-event reports, including Clinical Psychology summaries and CESA reports

• Create and distribute Excel workbooks and zipped archives of event materials as needed
   

Required Qualifications

• Minimum of 2 years of administrative experience

• Bachelor’s degree preferred

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

• Ability to learn new platforms and systems quickly

• Excellent verbal and written communication skills

• Strong customer service mindset

• Highly organized and detail-oriented

• Capable of managing multiple tasks and priorities effectively

• Able to work independently and collaboratively

• Willingness to work evenings and weekends in the lead-up to and during events
   

Application Materials

Interested applicants should submit the following:

• Cover Letter

• Curriculum Vitae<