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.

Duties

• 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 job.

Skills and Qualifications

Required

• Bachelor’s degree in Psychology, Education, Communications, or a related field.
• 1-2 years of administrative or customer service experience (internships and university work study included).
• Exceptional communication, interpersonal, and administrative skills, with the ability to manage complex tasks and uphold a high level of professionalism.
• Ability to maintain emotional composure when dealing with stressed students.
• Demonstrated high level of attention to detail, particularly in accurate record-keeping and documentation.
• Highly organized, self-motivated, and responsive, with a strong customer service orientation and ability to collaborate effectively with colleagues and stakeholders. Knowledgeable in PC or Mac operating systems and Google Workspace.

Preferred

• Experience working in a Higher Education setting or a Mental Health agency.
• Familiarity with clinical terminology or the licensure process (MFT/PCC).
• Proven ability to collaborate effectively with a wide range of stakeholders, including licensed clinicians, practicum students, faculty, site supervisors and directors, and clinical training personnel from diverse backgrounds and levels of professional experience.
• Ability to navigate Google suite, Peoplesoft, Experiential Learning Cloud (formerly Tevera), Canvas, and other university platforms.

This is a Restricted, Nonexempt, 30 hour per week position.

Expected Pay Range: $23.07 - $25.00 per hour 

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.