Assistant to the Director; Clinic Manager

Stony Brook University•Stony Brook, NY

22h

About The Position

The Assistant to the Director/Clinic Manager will work closely with the KPC Director, Associate Director, and Clinical Faculty at the Leonard Krasner Psychological Center (KPC) to assist in all administrative and training tasks associated with the functioning of the KPC and its associated services and training programs. The successful incumbent will have excellent verbal and written skills, as well as interpersonal skills; they will work independently as well as part of a team with a collaborative approach to problem solving. Patient related tasks: To ensure optimum patient care, act as liaison among various stakeholders at the KPC, including the therapists/trainees, clinical faculty supervisors, patients, and the KPC Director and Associate Director. Engage in outreach efforts and maintain close contact with other mental health facilities in the SBU campus (e.g., CAPS, Mind Body Clinical Research Center, Outpatient Psychiatry) and the community at large. Maintain close communication with patients seeking psychological services at the KPC and facilitate their access to the KPC services. Oversee the KPC front desk operations and aid with front desk operations as needed, which may include answering calls/addressing callers’ inquiries. Conduct phone screens/triage with prospective patients as needed. Supervise others (e.g., student trainees) in conducting the above operations. Budget/Fiscal/Financial tasks: Maintain oversight of the KPC accounts and KPC budget, including accounts receivable (A/R), accounts payable, and budget projections. On a monthly basis, reconcile the budget (currently approximately $450,000 annually) to ensure fiscal integrity. Develop projections of usage patterns to be used in the preparation of yearly budget allocation requests. Ensure the accurate collection of revenues for client services and all other funding resources associated with the operations of KPC and its training programs. Oversee the transfers of funds to the KPC accounts for cost-sharing expenses associated with the Stony Brook University Consortium Training Programs (SBU-CTPs) from the Department of Psychiatry/SBU Hospital. Interface with all the pertinent stakeholders, including the SBU Administration (Chair of the Department of Psychology, Director, and Associate Director and Faculty within the PhD Program of Clinical Psychological Science, Bursars’ office, Accounting, and CAS Personnel including the Assistant Dean of Budget and the Senior Administrator for Staff and Faculty Affairs), as well as faculty/administrators in the Department of Psychiatry. Student training/supervision tasks: Assist the Director and Associate Director in tasks associated with running the KPC’s five (5) training programs, including (a) the practicum for the graduate students in the affiliated Ph.D. program in clinical psychological science, (b) the clinical internship for students enrolled in the MA program in psychology, and (c) the three (3) programs associated with the Stony Brook University Consortium Training Programs (namely, an externship, a doctoral internship, and a post-doctoral fellowship.) Facilitate trainees’ access to patients and KPC resources and assist the Director, Associate Director, and supervising faculty in monitoring the trainees’ progress in their respective programs. Work closely with the Director, the Associate Director, and with the SBU consortium faculty in the Department of Psychiatry to monitor progress of trainees participating in the three consortium programs (externship, doctoral internship, and postdoctoral fellowship) including annual trainee recruitment and graduation, processing employment related issues, and aiding with the orientation process. Assist the Director and Associate Director in collecting annual data concerning the doctoral internship to maintain APA accreditation. Work with KPC faculty to oversee the training and supervision of the MA-level and Undergraduate interns at the KPC. Administration: Assist Director and Associate Director with client recruitment and retention. This may include making initial contact with area schools and medical centers to determine interest and provide materials detailing the services of the KPC. Oversee the effective operation of the KPC on a day-to-day basis to assure the safe, comfortable, and effective habitation of space by its occupants. Monitor supply usage and reorder necessary items when inventory is depleted. Other duties or projects as assigned as appropriate to rank and departmental mission

Requirements

Bachelor’s Degree (foreign equivalent or higher) in Psychology, Counseling, or related Allied Health fields (e.g., Social Work), or Business Administration, Mental Health Administration, or Health Administration degree in hand by June 2026.
Three (3) years of administrative experience in an inpatient/outpatient health clinic, and/or office experience, and/or administrative experience as a research coordinator in a project/study concerning mental health or health (Intern/undergraduate/graduate student work experience may be considered.
High proficiency and professional experience in word processing and spreadsheet use for basic data management; knowledge of basic statistics; experience with electronic messaging and internet applications such as Microsoft Word, Excel, PowerPoint, Google Apps, and/or SPSS.

Nice To Haves

Master’s Degree (foreign equivalent or higher) in Psychology, Counseling, or related Allied Health fields (e.g., Social Work), Higher Education Administration, Business Administration, Mental Health Administration, or Health Administration degree in hand by June 2026.
Experience in training, mentoring, and/or supervising others.
Experience in handling basic financial operations such as preparing/maintaining budgets, accounts receivable (A/R), reporting, and/or patient billing.
Experience with conducting psychological assessment, clinical interviewing, outpatient phone screening, triage, and risk assessment/management (e.g., suicidality and violence/victimization).
Experience with providing clinical training and supervision to undergraduate or graduate students.
Experience with a medical records platform such as the Titanium Scheduler or Cerner Power Chart Electronic Medical Records.

Responsibilities

To ensure optimum patient care, act as liaison among various stakeholders at the KPC, including the therapists/trainees, clinical faculty supervisors, patients, and the KPC Director and Associate Director.
Engage in outreach efforts and maintain close contact with other mental health facilities in the SBU campus (e.g., CAPS, Mind Body Clinical Research Center, Outpatient Psychiatry) and the community at large.
Maintain close communication with patients seeking psychological services at the KPC and facilitate their access to the KPC services.
Oversee the KPC front desk operations and aid with front desk operations as needed, which may include answering calls/addressing callers’ inquiries.
Conduct phone screens/triage with prospective patients as needed.
Supervise others (e.g., student trainees) in conducting the above operations.
Maintain oversight of the KPC accounts and KPC budget, including accounts receivable (A/R), accounts payable, and budget projections.
On a monthly basis, reconcile the budget (currently approximately $450,000 annually) to ensure fiscal integrity.
Develop projections of usage patterns to be used in the preparation of yearly budget allocation requests.
Ensure the accurate collection of revenues for client services and all other funding resources associated with the operations of KPC and its training programs.
Oversee the transfers of funds to the KPC accounts for cost-sharing expenses associated with the Stony Brook University Consortium Training Programs (SBU-CTPs) from the Department of Psychiatry/SBU Hospital.
Interface with all the pertinent stakeholders, including the SBU Administration (Chair of the Department of Psychology, Director, and Associate Director and Faculty within the PhD Program of Clinical Psychological Science, Bursars’ office, Accounting, and CAS Personnel including the Assistant Dean of Budget and the Senior Administrator for Staff and Faculty Affairs), as well as faculty/administrators in the Department of Psychiatry.
Assist the Director and Associate Director in tasks associated with running the KPC’s five (5) training programs
Facilitate trainees’ access to patients and KPC resources and assist the Director, Associate Director, and supervising faculty in monitoring the trainees’ progress in their respective programs.
Work closely with the Director, the Associate Director, and with the SBU consortium faculty in the Department of Psychiatry to monitor progress of trainees participating in the three consortium programs (externship, doctoral internship, and postdoctoral fellowship) including annual trainee recruitment and graduation, processing employment related issues, and aiding with the orientation process.
Assist the Director and Associate Director in collecting annual data concerning the doctoral internship to maintain APA accreditation.
Work with KPC faculty to oversee the training and supervision of the MA-level and Undergraduate interns at the KPC.
Assist Director and Associate Director with client recruitment and retention.
Oversee the effective operation of the KPC on a day-to-day basis to assure the safe, comfortable, and effective habitation of space by its occupants.
Monitor supply usage and reorder necessary items when inventory is depleted.
Other duties or projects as assigned as appropriate to rank and departmental mission