Counseling Services Coordinator

University of Washington•Seattle, WA

1d•Hybrid

About The Position

The Department of Psychology has an outstanding opportunity for a Full-time Internship Coordinator to work with the Master of Arts in Applied Child and Adolescent Psychology Program: Prevention and Treatment. This degree is a fee-based program in partnership with Professional and Continuing Education (PCE). The program combines both classroom learning from experts in the field with an applied internship experience in real world therapeutic settings where children and adolescents are served. The curriculum provides an expansive foundation in child psychology, with a focus on evidence-based prevention and treatment of mental health disorders in children and teens. The accelerated nature of the program allows students to earn their degree in 15 months. The Department of Psychology’s Master of Arts in Child and Adolescent Psychology: Prevention and Treatment program (PSYCAP) Internship Coordinator will report to the Associate Director of Clinical Training and Community Engagement (ADCTCE) regarding all matters and concerns related to internship training. The work location is Guthrie Hall. The work schedule is Monday – Friday with occasional evening/weekend for programmatic events. There is an opportunity to telework up to 3 days per week. The Internship Coordinator will oversee, direct, and manage key processes for the successful running of internship training experience. The PSYCAP program trains students to become master’s level clinicians prepared to use evidence-based psychotherapeutic interventions with children, adolescents and their families. Considering the overwhelming need for child and adolescent mental health providers in Washington state, we have increased the number of students we train on a yearly basis. The program is a fast paced one, given the accelerated timeline in which students complete their degree. The internship is a seminal experience for students and provides them with hands-on training in working with vulnerable youth and their families.

Requirements

BA/BS degree in psychology, counseling, social work, child development or related field and two years of experience in program management, oversight, and operations.
High level of proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
High level of proficiency using cloud-based systems related to program management and operations (e.g., SharePoint, OneDrive, Google Docs, Google Forms, Calendly, Zoom, Time2Track)
Proficiency with Time2Track or similar training hour tracking systems.
Experience working with online evaluation and survey platforms (e.g., Google Forms, etc.).
Comfort learning and navigating new software platforms and online systems quickly.
High level of proficiency in database management and organization, including ability to generate reports, summarize data, and track program records and metrics across multiple systems.
Excellent organizational skills including independently managing multiple tasks while ensuring attention to detail, accuracy, and quality results
Ability to balance multiple demands simultaneously under time constraints
Demonstrated ability to meet deadlines and deal effectively and professionally with program leadership and external internship sites (e.g., supervisors)
Demonstrated ability to work independently with limited supervision
Demonstrated ability to quickly integrate, apply, and adapt to new information, processes, and systems.
Demonstrated ability to work collaboratively and communicate effectively with graduate program team members.
Skill in representing the program in a professional, respectful, and collegial manner when engaging with internal and external partners.
Strong initiative, sound judgment, and consistent follow-through in completing tasks and resolving issues.
Excellent written and verbal communication skills.
Ability to travel to internship sites (minimal travel).

Nice To Haves

Experience working within clinical training programs, organizations that include field placements/internships, or behavioral health organizations.
Prior experience in program management and operations.
Experience working within an academic graduate training program, with undergraduate and/or graduate students.

Responsibilities

Independently oversee and manage all key processes for the internship experience.
Represent the UW MA program in public spaces and with key partners.
Troubleshoot and gather information independently, demonstrating personal drive, initiative, independence in decision making, and proactive problem solving.
Independently oversee and maintain all internship related student and site records, ensuring accuracy, compliance, and timely updates across multiple systems, including contracts and agreements.
Independently manage communication with internship sites and supervisors, cultivating strong relationships, proactively developing new partnerships, and resolving issues with sound judgment and forward-thinking problem solving.
Direct and manage onboarding and technical assistance for students and supervisors using Time2Track and other program systems, serving as the primary point of contact for problem solving and support.
Independently oversee the full evaluation cycle, including deploying biannual student evaluations, analyzing results, preparing reports, and synthesizing feedback for students, supervisors, and program leadership.
Lead operational tasks throughout the internship year, including directing the placement process, coordinating internship events and meetings, arranging site visits, and managing all aspects of monthly supervisor consultation meetings, including CE credit administration.
Identify, design, and implement systems that increase efficiency and effectiveness of internship processes, and take proactive ownership of emerging or special projects with minimal supervision.
Independently oversee the full internship matching and placement process, including gathering and synthesizing student survey data into actionable summaries for the Associate Director; coordinating site information and internship related events; and managing interview logistics and feedback between students and internship sites.
Maintain and update all internship program materials and documentation, including site descriptions, placement records, student handbook, contracts, and evaluation forms, ensuring accuracy, clarity, and timely access for students, sites, and program leadership.
Independently identify student performance concerns by deploying, collecting, and analyzing supervisor evaluations, using sound judgment to determine when issues require escalation to the ADCTCE.
Direct and lead the full evaluation and feedback cycle, including analysis, reporting, and communication with students and supervisors to support clarity, accountability, and growth, involving the ADCTCE as appropriate.
Manage the ongoing monitoring of student clinical hours and training activities, resolving issues proactively and maintaining accurate, timely records for the ADCTCE.
Provide administrative and logistical support for recurring program events, assisting with preparation, coordination, and day of event operations to ensure smooth execution.
Support general program operations as needed, contributing to routine administrative tasks, communication, and coordination to help maintain effective program functioning.
Provide fiscal management support for program operations, including coordinating with the Fiscal Department, tracking payments, and processing reimbursements for program expenses.