Administrative Coordinator, MFT (part time)

Samuel Merritt University • Sacramento, CA

5d • Onsite

About The Position

The Administrative Coordinator provides primary administrative and operational support to the Marriage and Family Therapy (MFT) Program Director. The position anticipates program needs, organizes day-to-day activities, and supports admissions, student records, program reporting, and the administrative aspects of clinical site placement coordination. Support for other faculty is provided as directed by the Program Director and within established workload priorities. The coordinator works under the Program Director’s direction, gaining independence in routine administrative responsibilities as familiarity with the program develops. The Program Director guides priorities and procedures; the coordinator seeks clarification as needed, exercises discretion with sensitive information, consults on matters requiring program approval or clinical judgment, and recommends process improvements for approval.

The role handles routine communications and records, maintains schedules and calendars, prepares correspondence and meeting materials, supports purchasing and reporting, coordinates program events and facilities, and serves as an administrative liaison with university offices. It also provides administrative coordination for student practicum and internship placements and applicant interviews. Decisions about site and supervisor approval, student placement, and clinical oversight remain with the Program Director or designated qualified faculty.

This is a regular, part-time, non-exempt, onsite position based at the Sacramento campus. Work is primarily office-based in an academic environment and involves computer and standard office equipment, campus travel, event setup and oversight, and occasional handling of office supplies and event materials. The anticipated hourly pay range is $32.00–$35.00, with the actual offer depending on relevant factors.

Requirements

• High school diploma or equivalent.
• Ability to carry out instructions, seek guidance when needed, and exercise initiative within established responsibilities.
• Strong organization, attention to detail, and ability to manage competing deadlines and follow through with guidance from the Program Director.
• Clear, professional written and verbal communication with students, applicants, site partners, and university personnel.
• Sound judgment, discretion, and ability to maintain confidentiality and recognize when consultation is needed.
• Strong typing and word-processing skills.
• Proficiency with Microsoft Word, Excel, Outlook, shared calendars, and virtual meeting tools; ability to learn databases and university systems.
• Ability to maintain accurate records, prepare correspondence, track expenditures, and perform basic calculations.

Nice To Haves

• Bachelor’s or Master’s degree.
• Three years of administrative support experience involving independent work, multiple priorities, and confidential records.
• Experience in higher education or a clinical training program.

Responsibilities

• Handle routine telephone and email communication, respond to applicant inquiries, and direct questions to appropriate personnel.
• Open, identify, route, and respond to mail addressed to the program or Program Director as appropriate.
• Maintain the Program Director’s calendar as requested and maintain the master program schedule and calendar, including meetings, deadlines, and program activities.
• Prepare routine memos, correspondence, supply requests, and forms; prepare accreditation correspondence for the Program Director’s review.
• Prepare meeting materials, record minutes, track action items, and follow up as directed by the Program Director.
• Maintain accurate, organized program and student records, databases, and shared files with appropriate access and confidentiality.
• Initiate course schedules and coordinate revisions with faculty input and the Program Director’s approval.
• Process purchasing requests, reimbursements, and other financial paperwork; track expenditures and report discrepancies or budget concerns to the Program Director.
• Compile information and maintain documentation for program assessment, accreditation, and institutional reporting; prepare draft materials for the Program Director’s review.
• Coordinate orientation, program events, and student communications, including schedules, materials, facilities, and logistics.
• Serve as an administrative liaison with admissions, the registrar, purchasing, facilities, and other university offices; refer students to appropriate resources.
• Coordinate classroom and meeting space reservations, complete online room scheduling, and work with faculty and facilities personnel to resolve scheduling needs.
• Coordinate purchasing and distribution of program supplies and equipment.
• Initiate, plan, and coordinate administrative and extracurricular program activities at the Program Director’s direction.
• Where applicable, assist the faculty member responsible for a program clinic with materials, parking arrangements, appointment communications, and administrative logistics.
• Compile information and statistics for program maintenance, growth, assessment, and accreditation reporting as directed by the Program Director.
• Assist the Program Director with administrative coordination of student practicum and internship placements, including timelines and communications.
• Maintain a current directory of prospective and approved placement sites, site contacts, supervisors, and available placement opportunities.
• Collect and organize site information, supervisor documentation, affiliation agreements, and student placement materials for review by the Program Director and appropriate university offices.
• Track required paperwork, signatures, onboarding steps, agreement renewal dates, and placement deadlines; send reminders and flag incomplete items.
• Coordinate placement information sessions, site meetings, interviews, and visits as directed; communicate approved processes and requirements to students and site contacts.
• Maintain placement records and assist with tracking clinical-hours records, supervisor evaluations, and other required documentation.
• Refer placement concerns, supervision questions, and clinical issues promptly to the Program Director.
• Prepare interview forms and materials, invite qualified applicants identified by the Program Director or admissions personnel, and organize applicant interviews under their direction.
• Communicate with applicants about interview logistics and application steps; coordinate with the Office of Admissions and maintain accurate interview records.
• Assist faculty search committees with interview scheduling, committee packets, candidate presentations, distribution of materials, room arrangements, and digital meetings as assigned.
• Complete related administrative projects and duties assigned by the Program Director, consistent with the position’s scope and part-time schedule.

Benefits

• Medical, dental, and vision insurance
• Mental health and wellness resources
• Education reimbursement
• Employee discounts through Marketplace
• Paid vacation, sick leave, and parental leave
• Nine paid holidays, plus a paid holiday break between Christmas and New Year’s Day
• Two floating holidays
• One paid Volunteer Work Day
• Five Education Leave Days

What This Job Offers

• Job Type: Part-time
• Education Level: High school or GED