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favorite this post Internship Assistant hide this posting unhide

compensation: $20 per hour
employment type: part-time
non-profit organization
telecommuting okay

Position Details: This position will play an essential role in the administration of Grateful Heart Holistic Therapy Center's internship program by providing key support to our staff, as well as coordinating many ongoing and annual tasks related to the operation of our internship program. The Internship Assistant will report to the Clinical Director and will work closely with both the staff and interns at Grateful Heart Holistic Therapy Center as well as outside community members and vendors.

This is an exempt, part time work-from-home position for 16 hours a week. Consistent availability on Monday (9:00 AM - 1:00 PM), Wednesday (9:00 AM - 1:00 PM) and Friday (9:00 AM - 5:00 PM) is required. Availability on the second Sunday of the month, 9:00 AM - 4:00 PM is also required, as well as one Saturday morning/early afternoon per quarter. Access to a fully-equipped home office (with work space, computer, software, printer, scanner and fax) and vehicle is required. The salary is based on a pay rate of $20 per hour.

Job Purpose: The Internship Assistant provides crucial administrative support to the organization. This staff person will develop, coordinate and oversee a variety of ongoing administrative tasks, helping our agency to operate and function as smoothly and as effectively as possible. Along with other staff, the Administrative Assistant plays an important role in sustaining our organization's operations.

Key Responsibilities:
Intern Recruitment
• Respond to requests or information and applications, answering questions or forwarding queries to Clinical Director
• Maintain master list of all persons making internship queries
• Update and distribute outreach materials
• Oversee site logistics of all information meetings (one Saturday per quarter) including scheduling, set-
up and break-down
• Correspond with all meeting attendees to confirm attendance
• Assist with information meetings on site
• Send follow-up materials to all event attendees
• Confirm receipt of applications and distribute to interview committee
• Schedule interviews with applicants
• Send offer letters to applicants and track follow-up
• Develop, send, collect and file contracts with new interns
• Develop and distribute rosters of new cohort
• Help maintain up to date intern and alumni databases
• Represent agency at internship fairs

Intern Orientation
• Schedule intern orientation meetings with interns and Clinical Director
• Send orientation materials (book, thumb drive) to all new interns
• With Administrative Assistant, maintain (and annually update) Google Drive for interns
• With Administrative Assistant, maintain (and annually update) all orientation materials including
internship manual
• Maintain supplies of intern orientation materials

Internship Support
• With Administrative Assistant, prepare volunteer and employment letters for BBS
• With Financial Coordinator and Intern Assistant, maintain intern database
• With Financial Coordinator and Intern Assistant, maintain Bridge Program database
• With Financial Coordinator and Intern Assistant, maintain alumni database
• Collect and distribute exit surveys from all departing interns
• Collect and file annual evaluations of interns and supervisors
• Oversee onboarding of Associates to TheraNest
• Distribute and help follow-up outreach to school and clinic sites for recruitment of interns
• Assist with annual outreach to prospective trainers per Clinical Director's request
• Maintain training calendar
• Correspond with presenters to clarify their audio-visual needs, collect their biographies and training
descriptions and provide directions regarding day-of logistics
• With Administrative Assistant, prepare and distribute new rental agreements for interns beginning at Grateful Heart or needing lease revisions
• With Administrative Assistant, prepare and file new Associate agreements
• With Administrative Assistant, prepare and file Third Party Agreements for Outside Supervision
• With Administrative Assistant, prepare and file other Internship Agreements
• With Administrative Assistant, prepare and file Employment Agreements
• With Administrative Assistant, prepare and file Bridge Program Agreements
• With Administrative Assistant, prepare and file Supervision Agreements
• With Administrative Assistant, prepare and file Training Agreements
• Help coordinate the collection of all annual intern evaluations
• Oversee the collection of all closure documents and client files from exiting interns
• Assist with coordination of annual retreat, picnic and holiday party
• Help prepare general materials as assigned (such as announcements about changes in BBS regulations)

Intern Training
• Assist with annual outreach to prospective trainers per Clinical Director's request
• Maintain training calendar
• Correspond with presenters to clarify their audio-visual needs, collect their biographies and training
descriptions and provide directions regarding day-of logistics
• Post training announcements in various internal and external venues such as our agency website, Facebook, social media, and through our internal Go Daddy and Mail Chimp mailing lists
• Send RSVPs to all training registrants
• Oversee day-of space and audio-visual logistics for second Sunday and other special training events,
setting up rooms, refreshments and signage
• Collect payment and mailing list information form training attendees
• Send post-training evaluation to all attendees
• Upload audio trainings to Google Drive
• Manage scheduling and payment at East Bay Healing Collective or other spaces
• Order and maintain refreshment supplies
• Upload and maintain files of supplemental audio recordings
• Maintain clinical library

Skills/Qualifications:
• Two years related experience and/or training or an equivalent combination of education and experience
• Competence in the use of Word, Excel, Dropbox, Google Docs, desktop publishing and database software and electronic calendar management systems
• Strong organizational skills including the ability to develop and implement procedures, and work plans, strategies and systems for organizational efficiency
• Strong commitment to excellence in all work projects/tasks
• Demonstrated ability to manage time independently
• Demonstrated ability to oversee and complete multiple projects and priorities simultaneously
• Ability to work cooperatively and collaboratively in a team environment
• Commitment to accuracy and excellence in all work processes
• Effective interpersonal, listening and oral and written communication skills
• Familiarity with MFT, LCSW and LPCC licensure process/profession a plus
• Demonstrated ability to work collaboratively and to be sensitive to the dynamics of difference in race,
ethnicity, gender, class, disability, religion, sexual orientation, national origin and other types of cultural experience.

Start Date: January 1, 2019 with training hours in December

To Apply: Please send your resume, a detailed cover letter describing your interest in and qualifications for
the position and three references November 21, 2018. Interviews will be held on the evening of Friday, November 30, 2018.

Grateful Heart Holistic Therapy Center is an Equal Opportunity Employer. We are committed to creating and sustaining a diverse workplace. We are also committed to providing our employees with a work environment free of discrimination and harassment.
  • Principals only. Recruiters, please don't contact this job poster.
  • do NOT contact us with unsolicited services or offers

post id: 6750137917

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