Practicum Support Coordinator

Based at the Malibu campus, the Practicum Support Coordinator serves as the primary administrative intake and support point for students in the Master of Arts in Clinical Psychology with an Emphasis in Marriage and Family Therapy (MACLP) program. Operating in a hybrid capacity, this position acts as the operational "front door" for student inquiries, conducting initial data gathering on site-based issues and maintaining the administrative flow of student records.

The Coordinator is responsible for compiling comprehensive "Administrative Case Files" to support leadership decision-making and ensuring that student files are audit-ready at all times.

In collaboration with departmental leadership, the Coordinator contributes to compliance efforts by assisting in the development of educational resources and delivering training that supports students' mastery of departmental systems. This role reflects Pepperdine’s mission by promoting academic excellence, ethical practice, and compassionate service within the clinical training experience.

• Student Support and Intake
  • Routine Support - Manages the practicum support email inbox; schedules meetings with students to answer standard questions regarding practicum training policy (e.g., hours deadlines, assignments in ELC, supervisor logins) and resolves routine administrative hurdles.
  • Incident Triage - Serves as the first point of contact for students reporting site conflicts, training interruptions, or requests to switch sites. Conducts the initial intake to determine the nature and severity of the issue, utilizing the "Student Practicum Intake Form" to establish the basic facts.
  • Incident Packet Assembly - Upon receipt of a grievance or notice of dismissal/PIP, immediately compiles a comprehensive administrative file (timeline of events, previous emails, contract status) for the Senior Coordinator and Program Director to review.
  • Neutral Documentation - Maintains neutral, factual documentation of all student reports in the database to ensure a clear audit trail for leadership if remediation becomes necessary.
  • Policy Advising - Educates students on the specific protocols outlined in the Practicum Handbook (e.g., advising students on the strict policy regarding "leaving a site prematurely" or adding an additional site).
• Monitoring & Compliance Outreach
  • Data Integrity & Master Roster - Continuously updates the internal departmental tracker to ensure all active practicum students are accurately categorized by term. Aggregates critical administrative data to verify that student records demonstrate full compliance with licensure and graduation requirements.
  • Hours Tracking - Monitors the accrual of clinical/non-clinical hours for students in initial and mid-phase practicum courses. Conducts preliminary compliance checks to resolve discrepancies early, ensuring the student file is 'Audit Ready' for the Practicum Administrator's final graduation review in the concluding term.
  • Progress Tracking - Monitors early and mid-phase practicum student assignments in the ELC system to identify students who are "At-Risk" of missing critical assignment deadlines or failing to log hours.
  • Proactive Outreach - Conducts targeted outreach to specific students who have fallen out of compliance to ensure files remain audit-ready. Supports students who are working towards clearing "In Progress" (IP) grades and provides students with IP deadline policy and protocols.
  • International Student Compliance (CPT) - Tracks CPT authorization dates for F-1 students to prevent lapses in training eligibility. Proactively warns students approaching the end of their term that a renewed CPT approval must be uploaded to their ELC assignment to continue training. Verifies that valid authorization is on file before crediting any clinical hours for the subsequent term.
• General Operations & GA Oversight
  • Graduate Assistant Coordination - Delegating routine administrative tasks (such as general inbox monitoring and basic data entry) to Graduate Assistants. Monitors GA work quality to ensure accuracy while maintaining focus on high-priority student intake.
  • Resource Maintenance - Creates and updates resources that support students in meeting practicum requirements and graduation eligibility.
  • Resource Navigation - Directs students to appropriate university resources (e.g., Office of Student Accessibility, Student Care Team) when non-clinical barriers (e.g., housing insecurity, learning disability accommodations) impact their training.
• Other Duties
  • Engage in assigned roles at GSEP Psychology graduation annually and Education graduation bi-annually.
  • Other duties as assigned by supervisor.
  • Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this…