Field Education Program Assistant, School of Social Work

University of Illinois Urbana-Champaign•Urbana, IL

11d•Onsite

About The Position

The Field Education Program Assistant, School of Social Work, will manage and support an online field database (SONIA) and oversee the Affiliation Agreement process. This role involves organizing and executing field events, and providing direct support to field faculty, students, and agencies. The position is 100% full-time and based onsite in Urbana, IL.

Requirements

Bachelor's degree.
One (1) year of work experience in administrative support.
Proficient knowledge of Microsoft office suite.
Excellent communication skills.
Ability to multitask and triage.
Ability to seek out information by asking clarifying questions.
Team player.
Excellent customer service skills.
Ability to function in a high-stress environment.
Ability to work in a professional office environment supporting individuals from varied socioeconomic, racial/ethnic, and linguistic backgrounds.

Nice To Haves

Experience with database management.

Responsibilities

Serve as the point person for Field (BSW and MSW) as a hands-on administrator of SONIA (a database/internship management system).
Serve as central SONIA Help Desk for all end-users both internally and externally, assist in problem-solving, trouble-shooting, and re-sets; be point lead to Sonia Tech Team for major fixes.
Process referrals from Field Education Team for all new user logins and onboarding needs for students, field instructors, and site contacts.
Maintain and manage system records for sites, contacts, students, and field placements.
Oversee creation and upkeep of forms, evaluations, and program documentation.
Manage homepage content, including documents and resource links.
Develop and manage cohort-based placement groups, including organization of student placement structures.
Coordinate placement assignments, resources, and program materials (documents, templates, and links).
Oversee internship forms, communication processes, and program information across all placement groups.
Streamline operations through management of workflows, timelines, and system settings.
Maintain and implement new features in SONIA as they become available.
Assist in training field staff on new updates and features.
Generate reports utilizing SONIA data as requested by department heads.
Provide program development assistance.
Provide assistance with accreditation requirements.
Engage in audits.
Engage internship site in filling out vendor forms to establish initial vendor relationship with U of I while collecting relevant contact data.
Utilize Contract+ to fill out and submit the first draft of the affiliation agreement.
Manage all existing contracts to update and make amendments based on the expiration date.
For a UI-affiliated entity, initiate the “Intra-University Memorandum of Understanding” as a template.
Collect and track proof of students’ purchase of professional liability insurance as required for Field.
Receive individual electronic post-tests for participants of Field Instructor Online Training (ad-hoc), create and send 1:1 CEU certificates for credit hours by email; maintain copies in i:drive.
Receive field instructor requests for “U of I Allied Organization Staff ID Card” as a benefit; maintain license and submit requests to U of I Office of Corporate Relations for issuance; communicate and fulfill by mailing Allied Card via postal service to recipient.
Make travel arrangements as requested for Field faculty (hotel, air, car, or UI carpool reservations) including any processing of credit card authorizations.
Purchase conference or event registrations, membership renewals, book orders, and other items, using T-Card or P-Card or by arrangements for journal transfer.
Submit Travel Pre-Approval details by person to business office.
Process charges with receipts for payment in TEM system or P-Card log, and/or process mileage and other reimbursements for Field faculty using TEM proxy.
Prepare for and attend Field team or hosted meetings (major or minor) as requested; order catering or food deliveries and purchase beverages; prepare document handouts, set up, signage, name tags, and sign-in/registration, and clean up.
Take minutes at Field team meetings.
Make meeting room and parking space reservations for Field faculty and their guests as requested.
Manage daily email communications.
Answer and manage incoming Field calls in specific and central office calls in general as needed; transfer to appropriate resource or scribe as an email message to inform.
Welcome walk-ins and manage inquiries.
Proactively order copy paper, toner supplies, and maintain repair for the main office copier.
Perform end-of-day duty to ensure all School classroom overhead projectors are off and doors locked.
Assist Academic Affairs team with Social Work convocation ceremonies and other social work events.
Assist with purchasing supplies and food for events.
Other duties as assigned.