Field Program Administrative Specialist: College of Social Work - UTK

University of Tennessee•Nashville, TN

21h•$40 - $44•Hybrid

About The Position

This position provides comprehensive support for Nashville and Online Field faculty and serves as a key program support role for the College of Social Work (CSW) Field Education program. It supports the Assistant Director of Field (MSSW), field faculty, faculty liaisons, field adjuncts, and approximately 400–500 students annually. The role coordinates and manages complex daily operations among students, field instructors, and field liaisons, and serves as backup support for Knoxville Field staff for MSSW and BSSW programs (online and on campus).

Requirements

High school diploma or GED
4-5 years of experience in an office environment with a High School Diploma/GED
2-3 years of experience in an office environment with a Bachelor's Degree
Excellent skills required with Word, PowerPoint, Excel
Ability to manage multiple tasks and timelines
Excellent oral and written communication skills
Ability to handle sensitive and confidential information in an appropriate manner

Nice To Haves

Bachelor’s Degree
Experience in higher education setting.
Event planning
Management of databases
Management and protection of private and sensitive information
Development of documents and reports
Prefer experience with web survey software, SharePoint, and event planning

Responsibilities

Corresponds with agency based field instructor and with external clinical/non-clinical partners regarding completion of contract signatures, agency prerequisites, and other agency and field instructor paperwork to provide a successful clinical/non-clinical practicum experiences for students.
Manages, creates, and edits field practicum documents and manuals.
Before forwarding for final approval to Director of Field, this position corresponds with external vendors on contracts to assist with completion of new affiliation agreements, continue renewals, and completes initial review of contract terms and conditions to communicate the necessary requirements to students before beginning their internship.
Monitors budgets allocated for multiple events and outreach functions in the field program.
Works closely with the Field program team and faculty, facilitates advisory Committee meetings, and works with College and University stakeholders to develop the field/internship experience of graduate and undergraduate students.
Serves as a backup for the Knoxville campus Field staff and supports the Knoxville field faculty as needed.
Provides administrative support for the Field Director, Assistant Director of Field, and Nashville Field faculty members such as travel arrangements and reimbursements, managing calendars, scheduling events, dissemination of information, copying/filing, and ordering supplies.
Engages in end of the year field evaluation process through the development and dissemination field evaluation surveys.
Organizes, coordinates, and supports the Director of Field Education and Nashville based Field faculty coordinators with all Nashville field related events: Field events that are held throughout the year and include Spring Field Instructor Appreciation and Awards Ceremony, Fall Advisory Committee Meeting, Spring Advisory Committee Meeting, Field Liaison Lunch/Training, Field Instructor Training, and Field Team Strategic planning.
Reviews and monitors the budgeted amount for expenses, managing and coordinating the event venue, arranging food and beverages, ordering awards and plaques, and communicating with external vendors to ensure successful event execution.
Event management task requires developing invitations, RSVP from attendees, printing all necessary documents, and arranging the speaker presentations while assisting with technology setup.
This position is responsible for the processing of directors, field faculty, and field liaison mileage reimbursement, conference registrations, and travel expenses.
This position serves as the database administrator and troubleshoots any technical difficulties and is the main contact for field coordinators, students, agency-based field instructors, and external agency personnel.
This position also maintains all agency and agency-based field instructor data and over 1400 detailed placement site pages and their compliance regulations.
Reviews and tracks 39 data points on each student in their field placement to ensure all required documentation is completed before their internship begins.
Uploads 6 new field academic forms in Intern database for each field student for Summer, Fall, and Spring semesters.
Management and operation of software platforms (Total Clinical Placement System/TCPS, Castlebranch) includes corresponding with clinical site field instructors to assure an internship is available and willing to accept students.
Reviews and tracks student files for completeness and compliance with affiliation agreements and clinical agency requirements.
Collaborates with faculty to resolve discrepancies and reports results to the appropriate faculty members and/or Director and Assistant Director of Field.
Ensures student compliance with agency affiliation onboarding requirements, reviews and documents detailed contract terms and conditions for accurate entry in the intern placement software.
Ensures required clinical documents and data are complete and submitted to the appropriate clinical partner sites.
Manages distribution of student health records to faculty, clinical partners, or any other institution ensuring compliance with UT policy and FERPA/HIPPA regulations.
Ensures new Field instructors have completed the required orientation modules regarding supervising students in their field internship.
Corresponds and assists students in meeting the field agency’s requirements that are required to secure and serve in the field internship
Assists with execution of student clinical orientation to Tennessee Clinical Placement System (TCPS) ensuring student data is accurate and distributed timely to clinical site coordinators. For clinical partner sites who do not use TCPS, this position works individually with each clinical site to ensure all required documentation is provided before the start date.
Assessing student documentation for placement through monitoring the completion of any field agency-required physical exams, CPR certification, criminal background checks, drug testing, fingerprinting, and immunizations/titers.
Corresponds with each student and informs, tracks, and follows up with students on the completion status of all the necessary UTKCSW field forms and paperwork.
This position is responsible for managing TCPS and Castle branch for the Online Master’s and Bachelor's programs and in-person campus Master’s and Bachelor’s programs, while serving as backup for the Nashville Master’s Online and campus programs.
Ensure the accurate and timely submission of student information pages, uploading required field forms, connecting their assigned field instructor, and archiving upon graduation.
As requested by CSW faculty and staff, generate reports and manipulate data in order to provide trends and patterns on field placements.
Assist staff members with the planning and execution of College of Social work Nashville campus events and community hosted events such as: Nashville campus hooding ceremony.
Managing the Nashville campus food pantry, Professional clothes closet, community room and classrooms.
Procurement card holder and orders supplies as needed.
As a staff member, responsible for providing tech support when needed for faculty and adjuncts as backup to IT representative.
Other duties as assigned