Office Administrator

About SPSI

The Seattle Psychoanalytic Society and Institute (SPSI) is a nonprofit organization dedicated to the education, training, and professional development of mental health professionals in psychoanalysis and psychodynamic psychotherapy. SPSI’s mission is to educate, nourish, and collaborate. Our community includes clinicians, educators, and scholars committed to deepening their understanding of psychoanalytic and psychodynamic theory and practice.

Position Overview

SPSI is seeking an experienced Office Administrator to manage and oversee the daily operations of the institute, ensuring the smooth and effective administration of our educational programs. The Administrator will serve as the primary point of contact for faculty, students, and staff, coordinating course logistics, managing financial transactions, overseeing website updates, and organizing events.

The ideal candidate will have a strong background in office administration or project management, excellent communication skills, and the ability to work effectively with a diverse group of mental health professionals. Previous experience in an educational or medical setting is highly desirable.

This position requires on-site presence at SPSI’s offices in the Eastlake neighborhood in Seattle, with some flexibility for hybrid work depending on job responsibilities. The position reports to the volunteer Director on matters relating to education and to the volunteer Board President for matters of operations.

Key Responsibilities

Educational Program Administration (40%)

• • Coordinate the scheduling, enrollment, and administration of SPSI’s courses and training programs.
  • Provide support for faculty and students, ensuring smooth course operations.
  • Manage online learning platforms and facilitate Zoom meetings for virtual classes and events.
  • Maintain and update website content for training programs, events, and policies.

Office & Financial Administration (30%)

• • Maintain records and databases related to student enrollment, faculty assignments, and institutional activities.
  • Manage financial transactions, including invoicing, tuition payments, and reimbursements using QuickBooks.
  • Oversee general office operations, including email correspondence, calendar management, and document organization using Outlook.
  • Manage and update the SPSI website (WordPress), including content updates, event postings, and policy changes.
  • Manage benefits for SPSI Faculty, Candidates, and members.

Event Planning & Coordination (30%)

• • Plan, organize, and execute SPSI-sponsored events, including lectures, conferences, and workshops in collaboration with volunteers.
  • Manage event logistics, including venue selection, catering, guest accommodations, and audiovisual requirements.
  • Collaborate with faculty and leadership to ensure successful event outcomes.

Qualifications & Requirements

Minimum Requirements

• • Three or more years of experience as an office administrator, project manager, or similar role.
  • Proven ability to manage sensitive and confidential information with a high level of discretion.
  • Proven proficiency in QuickBooks, Outlook, and Zoom.
  • Strong organizational and multitasking abilities, with exceptional attention to detail.
  • Excellent interpersonal and communication skills, with the ability to work effectively with mental health professionals and educators.
  • Ability to work both independently and collaboratively in a dynamic, mission-driven environment.

Preferred Qualifications

• • Experience with InDesign for document formatting and marketing materials.
  • Experience in WordPress and MailChimp.
  • Familiarity with psychoanalytic or mental health education settings.

SPSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.