Marriage and Family Therapy Program Administrative Assistant

Function:

Louisville Seminary seeks an Administrative Assistant for its thriving Marriage and Family Therapy (MFT) Program. The MFT Administrative Assistant provides administrative support for the faculty and students under the direction of the Dean’s office and MFT program director. This individual works as part of a team that facilitates a positive experience for MFT students. The assistant maintains knowledge of current laws and regulations related to the profession by the Committee on Accreditation for Marriage and Family Education (COAMFTE) and the Kentucky Board of Licensure for Marriage and Family Therapists. The Assistant facilitates procedural relationships with the Seminary Deans, Deans Assistants, Seminary Admissions, Seminary Advancement, and other departments as needed.

Organizational Relationship:

Reports to the Marriage and Family Therapy Program Director.

Responsibilities:

Working with Program Director and Faculty:

• Provide a full range of direct administrative support for the MFT Program. Director, the MFT Department, and the Louisville Seminary Counseling Center.
• Regularly meet with Program Director to assess needs and set priorities for assigned tasks.
• Use electronic health records (EHR) system to research and prepare weekly student reports, annual accreditation reports, and contracts for faculty, MFT staff, clinical supervisors, and accreditors.
• Prepare and distribute team meeting agendas and workday information, and record minutes of all program faculty meetings and gatherings.
• Prepare and submit reimbursement requests to the LPTS Business Office.
• Assist with program review, assessment, and implementation.
• Maintain a working knowledge of accrediting and licensing organizations and regulations.
• Collaborate with the Program Director to create, organize, and revise the practicum manual, program handbook, and all program materials.
• Assist with the creation, monitoring, and development of the department budget.

Working with current students and alumni:

• Gain a thorough understanding of the Louisville Seminary MFT program and other Seminary functions to assist students in their inquiries.
• Respond to student concerns with empathy and compassion.
• Provide support for community-building activities, luncheons, and events.
• Supervise and delegate appropriate tasks to student assistants.
• Coordinate and assist with practicum placements, interviews, and events.
• Ensure the accuracy of recruitment materials (such as website information and program brochure) and coordinate MFT Screening interviews with Admissions.
• Provide support to students by creating and maintaining confidential student files, sharing program documentation, and tracking, verifying, and reporting practicum hours.

Working with On-Site Counseling Center:

• Provide administrative support for the Clinical Director
• Greet new and existing clients; facilitate distributing and acquiring paperwork/forms.

Working with other Seminary offices:

• Develop an in-depth understanding of Seminary offices.
• Interface with various offices (e.g., Registrar, Financial Aid, IT, etc.) on behalf of faculty and students as directed.
• Maintain working knowledge of university technology systems, events, and people.
• Assist with the coordination and completion of Admissions interviews for prospective students. Assist with New Student Orientation events.

PHYSICAL DEMANDS

• Indoor work environment.
• You must be able to stand, sit, kneel, stoop, reach, lift, grasp, finger, see (near and far) on a computer screen for reading and data analysis, and hear and talk for regular conversation and telephone calls with or without reasonable accommodations.
• Must be able to lift up to 40 pounds.

QUALIFICATIONS:

Required

• Bachelor's degree or equivalent experience necessary
• Willingness to assist in various tasks as they arise
• Experience using Microsoft Office (Word, Excel, and PowerPoint)
• Ability to work independently and efficiently, Self-starter
• Dedicated to customer service and capable of communicating verbally and in writing effectively
• Ability to professionally manage confidential tasks and information
• Work independently with minimal supervision but communicate with the Program Director whenever necessary
• Be organized, detail-oriented, and able to prioritize multiple tasks to meet deadlines
• Knowledge of the APA style (may be acquired on the job)
• Administrative/clerical experience, including answering phones, entering data, managing schedules, and organizing information
• Must be able to handle and work with interruptions during regular office hours
• Ability to maintain confidentiality and respond to changes on time

Preferred

Bachelor’s degree
Office experience
Experience with Electronic Health Records software or willingness to learn
Experience in an educational setting

TO APPLY:

Send application materials electronically to:

Dr. Trina Armstrong at tarmstrong@lpts.edu

Applications will be reviewed on a rolling basis. All applications must be received by March 31, 2023.

PRE-EMPLOYMENT CONDITIONS:

To ensure a safe learning environment for students and staff, as a condition of employment, the selected candidate will need to provide proof of a completed COVID-19 vaccination before the commencement of employment or an approved exemption and reasonable accommodation.

A background screening is required.

About Louisville Seminary:

Founded in 1853, Louisville Seminary offers an inclusive and diverse learning community, welcoming students from wide ecumenical backgrounds while maintaining its long, historic commitment to the Presbyterian Church (U.S.A). Louisville Seminary is led by the Holy Spirit to educate people to proclaim the Gospel, to care for all, and to work for justice in communities everywhere. It is distinguished by its nationally-recognized marriage and family therapy and field education programs, its black church studies program, the scholarship and church service among its faculty, and its commitment to training women and men to participate in the continuing ministry of Jesus Christ. For more information, call (800) 264-1839 or log onto www.lpts.edu.

Louisville Seminary is an equal opportunity employer and does not discriminate based on race, color, religion, sexual orientation, gender identity, national origin, age, veteran status, or disability.