Job Description

ID: 2023-2966

State Title: Administrative Assistant II, Social Work Field Education

Job Category: Classified/Hourly

Department: School of Social Work

Pay Basis: Yearly

Enter the Compensation Range for Applicants to View (Required for Administrator & Classified Positions)
$52,906.36 annually/$1,017.43 weekly

General Statement of Duties:

Serving as confidential assistant, the administrative assistant II provides administrative and clerical support to the director of field education, field education specialists, faculty field liaisons and field instructors. This individual is the first line of contact for all field education inquiries and the friendly face of the department. They will perform duties requiring a high degree of knowledge of the department and university including duties for which considerable computer knowledge and typing skills are required. The AAII serves as the initial contact and replies to inquiries and requests from students, faculty, staff and outside concerns, maintains department records and files, and assists students in field education internships and maintains agency organization contacts.

Salem State University values, celebrates and appreciates diversity in all its forms and endeavors to create a space that reflects the campus community population which it serves. Our students come to Salem State University from 38 states and 48 countries and reflect the demographics of the greater Boston community in which we live. We are passionate about providing an experience for them and our fellow staff and faculty, where everyone can feel supported while they explore, learn, and celebrate their identities, similarities, and differences. We welcome you to come celebrate with us and become a member of our community.

Hours: 8:30am - 4:30pm
Break: One hour
Salary: $52,906.36 annually/$1,017.43 weekly
Application Deadline: November 2, 2023

Duties and Responsibilities:

1. Provide friendly, patient, and efficient customer service to students, agency field supervisors and contacts, faculty, staff and other university personnel. Serve as the initial contact for Field Education for all internal and external calls and visitors, provide direction requiring considerable knowledge of the department and university policies and procedures or refers the call to the appropriate office
2. Provide support and assistance to the director of field education, field education specialists, faculty field liaisons and field instructors and Social Work students
3. Coordinate meetings, compose and distribute correspondence to large groups of people
4. Maintain detailed and confidential records such as student internship placement records, Student Learning Agreements/Evaluations and monthly student timesheets
5. Assign enrollment sections and permissions in Peoplesoft for field education. Generate reports, provide data, and distribute departmental and university information to appropriate departmental members and external agency contacts
6. Maintain electronic (and hard copy as needed) records pertaining to the following and in compliance with federal education privacy laws: Student internship records (timesheets, agency match sheets, student lists, learning agreement documents), Agency contacts and affiliation agreements, Field instructor credentials, Field Faculty Liaison evaluations, and other field education related materials
7. Collaborate with other university personnel to facilitate tasks related to field education (providing lists of students to financial aid, working with purchasing to keep student liability insurance current, providing information to the graduate school for field faculty contracts, scheduling rooms for meetings and events, facilities, IT, etc.)
8. With strict attention to detail, proficiently use technology such as Microsoft Office Suite, Google and university specific platforms (Canvas, PeopleSoft, OnBase, Navigate, ALCEA/IPT (lnternship Placement Tracking system) to solve problems and provide timely and accurate data to the director, such as accessing student biographical and demographic data, enrollment summaries and class rosters
9. Create, manage, and maintain Agency Affiliation Agreements for each participating internship placement in collaboration with Salem State legal counsel, the School of Graduate Studies, and the College of Health and Human Sciences
10. Assess and process new agencies for field placements
11. Participate in the process of Placement Planning through which students apply for, and are assigned to field placements
12. Work collaboratively with the MSW Admissions Coordinator in onboarding new students for field planning, orientation, and the research and retrieval of Field Education records
13. Collect, track and process student, field liaison, and field instructor documents
14. Work proactively to determine effective and efficient structures and process for task accomplishment
15. Assist with programs of orientation and training to field instructors, supervisors and students for purpose of enhancing quality of student learning experiences
16. Serve as the departmental liaison as needed with Facilities, ITS and outside vendors
17. Attend and participate in field education and Social Work department meetings
18. Order office supplies, and maintain office equipment
19. Assist in preparing documents for various purposes
20. Support the BSW & MSW programs as needed
21. Perform other related duties as assigned
22. Demonstrate cultural sensitivity and responsiveness to students with diverse backgrounds and learning needs

Qualifications:

Minimum Entrance Requirements:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

1. An associate or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
2. An associate or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE:  Educational substitutions will only be permitted for a maximum of two years of the required experience.

Licenses/Certifications Required:

None

Preferred Qualifications:

• Experience working in higher education
• Administrative experience in the human/social services field
• Demonstrated experience with Microsoft Office suite, Google, and other technology
• Experience working with diverse populations

Working Conditions:

This is an on-site, in-person position. There is the possibility of 1 day per week of remote work with prior supervisor approval and pending department needs.

Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 5 pounds.

Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities. For accommodation information or requests please email eo-hr@salemstate.edu .

Special Instructions to Applicants:

Please apply online. Resume and cover letter are not required, but appreciated.

Employment is contingent upon a completed background and CORI check satisfactory to the university.

This position is not eligible for H1B visa sponsorship.

EEO Statement:

Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.

Job Tags

Remote job, Hourly pay, Full time, Contract work, Part time, Internship, Work at office, Training, Online, Field, H1b, 1 day per week,

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