Administrative Assistant, Psychotherapy - Association of Clincal Pastoral Education (ACPE)

Discover Your Career at Emory University: Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community. Description:

The Psychotherapy Administrative Assistant serves as the primary administrative and operational support resource for ACPE's psychotherapy education initiatives, including the Psychotherapy Commission and the Spiritually Integrated Psychotherapy (SIP) Program. This position coordinates day-to-day program administration, continuing education compliance, trainer and participant support, educational event logistics, records management, and process improvement activities.

KEY RESPONSIBILITIES: 

• Working closely with Commission leadership, trainers, participants, and internal staff, the Psychotherapy Administrative Assistant ensures the efficient delivery of psychotherapy education programs, supports compliance with accreditation and continuing education requirements, and contributes to the ongoing growth, quality, and sustainability of ACPE's psychotherapy offerings.
• The position serves as a key liaison among stakeholders, helping to maintain exceptional customer service, effective communication, and operational excellence across all psychotherapy-related programs and initiatives.

COMMISSION & PROGRAM SUPPORT:

• Serves as the primary staff liaison to the Psychotherapy Commission.
• Supports Commission leadership on continuing education, program operations, educational programming, governance, and member engagement. 
• Supports strategic planning, new program development, and organizational initiatives.
• Identifies operational gaps, emerging needs, and opportunities for improvement.
• Recommends and implements solutions that strengthen efficiency, consistency, and participant experience.
• Coordinates Commission meetings, records, projects, and follow-up activities.
• Supports Commission workgroups, committees, and special projects.

CONTINUING EDUCATION COMPLIANCE: 

• Serves as ACPE's primary resource for psychotherapy continuing education requirements and accreditation standards.
• Maintains relationships with accrediting organizations, including NBCC, ASWB, AMTA, and other applicable entities.
• Ensures educational programs comply with continuing education requirements and accreditation standards.
• Reviews program materials, learning objectives, promotional content, presenter qualifications, attendance documentation, evaluations, and related records for compliance.
• Monitors changes in accreditation requirements and implement necessary policy and process updates.
• Maintains continuing education records and documentation to ensure audit readiness.
• Oversees continuing education certificate administration and participant eligibility verification.
• Supports accreditation applications, renewals, reporting, and related communications.

PROGRAM SUPPORT & QUALITY IMPROVEMENT: 

• Supports the administration, evaluation, and continuous improvement of psychotherapy education programs.
• Supports the development and maintenance of program policies, procedures, templates, forms, and operational documentation. 
• Standardizes processes across psychotherapy trainings, webinars, conferences, retreats, and other educational offerings.
• Analyzes program outcomes, participant evaluations, and stakeholder feedback to identify improvement opportunities.
• Supports initiatives that improve program quality, consistency, efficiency, scalability, and sustainability.
• Evaluates workflows and implement process improvements, automation, and system enhancements.
• Provides recommendations regarding program growth, member engagement, and new educational opportunities.
• Advises leadership on trends, risks, challenges, and opportunities affecting program effectiveness.

SPIRITUALLY INTEGRATED PSYCHOTHERAPY (SIP) PROGRAM ADMINISTRATION: 

• Serves as primary support for the SIP Program.
• Acts as the primary point of contact for SIP participants, trainers, prospective participants, Commission members, and internal stakeholders.
• Coordinates SIP training logistics from planning through completion.
• Manages participant registration, enrollment, attendance, completion tracking, and communications.
• Coordinates participant transfers, refunds, make-up requirements, and completion documentation.
• Maintains accurate SIP program records and participant data.
• Monitors trainer certification and authorization status.
• Ensures program information remains accurate and consistent across organizational systems and platforms.
• Addresses participant and stakeholder concerns and facilitate resolution as appropriate.
• Supports the growth, effectiveness, and long-term sustainability of the SIP Program.

TRAINER SUPPORT & DEVELOPMENT: 

• Provides consultation and administrative support to psychotherapy trainers and presenters.
• Guides trainers on continuing education requirements, accreditation standards, organizational policies, and program expectations.
• Supports trainers in planning and successfully delivering SIP trainings and other psychotherapy education programs.
• Assists with trainer onboarding, orientation, and ongoing development.
• Maintains training manuals, presentation materials, forms, templates, and instructional resources.
• Ensures trainers have access to current and approved program materials.
• Reviews trainer materials for accuracy, consistency, and compliance.
• Monitors adherence to program standards and requirements.
• Identifies trainer development needs and recommend appropriate resources and improvements.
• Serves as a trusted resource for trainers navigating program delivery and participant concerns.

EVENTS & EDUCATIONAL PROGRAMMING:

• Coordinates webinars, workshops, conferences, retreats, SIP trainings, and other psychotherapy educational events.
• Develops project plans, timelines, communication schedules, and event documentation.
• Manages event logistics, including registration, technology, materials, communications, and participant support.
• Coordinates presenters, trainers, vendors, volunteers, Commission members, and internal stakeholders.
• Ensures continuing education requirements are integrated throughout event planning and delivery.
• Provides virtual and onsite event support as needed.
• Conducts post-event evaluations and recommends improvements for future programming.

REGISTRATION, COMMUNICATION & MEMBER: 

• Administers registration systems and participant records for psychotherapy programs and events.
• Tracks attendance, participation, completion requirements, and educational documentation.
• Responds to participant inquiries regarding registration, cancellations, transfers, refunds, and program requirements.
• Collaborates with Communications and other departments on marketing and outreach efforts.
• Reviews promotional materials to ensure accuracy and compliance.
• Supports event communications, announcements, reminders, and participant follow-up.
• Identifies opportunities to strengthen member engagement, program visibility, and participation.

FINANCIAL & ADMINISTRATIVE COORDINATION:

• Coordinates with Accounting regarding program revenue, expenses, invoicing, payments, and reconciliation.
• Tracks registration revenue and payment activity.
• Supports financial reporting and documentation related to psychotherapy programs.
• Maintains accurate program, participant, and financial records.
• Assists with budget-related and administrative processes that support program operations.
• Supports special projects and initiatives that advance Commission and organizational goals.
• Performs other related duties as required. 

MINIMUM QUALIFICATIONS:

• A high school diploma or equivalent and five years of related experience, or a bachelor's degree.
• Experience with a nonprofit or membership-based organization is preferred.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.

Additional Details: Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at accessibility@emory.edu or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.