Student Placement and Fieldwork Support Coordinator (Administrative Support Coordinator II), College of Education - Student Services

CSU Careers•San Bernardino, CA

About The Position

Job Summary: Under the general supervision of the Associate Dean of the college and the lead direction of the SSP, the Administrative Support Coordinator will perform diverse and complex administrative functions related to clinical practice placement/fieldwork and student advisement. Working collaboratively with department staff, Program Coordinators, and District Personnel, the individual is responsible for maintaining student placement and fieldwork records and student and internship activities using required databases. Responsibilities: Coordinate student teaching and observation placements with district personnel for Multiple Subject, Single Subject, and Special Education programs each semester to ensure candidates are matched with appropriate school sites and supervising teachers. Conduct ongoing follow-up with school districts to obtain confirmation of candidate placements and continue contact until all placements are fully secured, ensuring timely and complete placement coverage each term. Update placement information as districts provide confirmations to maintain accurate and current records for program coordination and compliance. Notify the appropriate program coordinator of any changes in student teaching or observation placements to ensure program continuity. Document candidates’ placement status in the required electronic databases and maintain organized files to support accurate reporting, program audits, and smooth operational workflow. Utilize expertise in PeopleSoft and related databases, applying troubleshooting and problem-solving skills to streamline placement and supervision processes. Maintain effective communication between the Supervision Office, department staff, and school district personnel to provide assistance with student placements. Process student teaching and observation applications each semester to ensure candidates move through required fieldwork steps efficiently and receive timely placement consideration. Verify that all Program and Supervision conditions have been met—including grades in PeopleSoft, required examinations, and other prerequisites—to ensure candidates are adequately prepared and eligible for placement. Maintain and update electronic databases and placement records, including creating or updating candidates’ conditional admit files, to ensure accurate and accessible information for program operations and reporting. Review candidates’ program plans and notify the appropriate program coordinator when conditions or requirements are unmet to support early intervention and keep students on track for program completion. Verify enrollment in required courses prior to Census each semester to confirm that candidates are properly registered and eligible for student teaching or observation activities. Reconcile course enrollments each semester and notify department chairs, program coordinators, supervisors, and school district partners of student drops or changes to prevent placement disruptions and maintain compliance with program guidelines. Provide high-quality support to current and prospective students through email, phone, and in-person communication to promote understanding of program expectations and ensure positive student experiences. Notify current students prior to Census if they are not enrolled in the appropriate courses to allow timely corrections and ensure continued eligibility for fieldwork and supervision requirements. Participate in student and supervisor orientation activities for Multiple Subject, Single Subject, and Special Education credential programs to ensure all stakeholders understand program expectations, procedures, and requirements. Provide recommendations and evaluations of proposed solutions to supervision and placement concerns to support informed decision-making and continuous improvement of program operations. Develop, present, and run reports on recorded supervision observations and evaluations to provide accurate, timely data that supports program monitoring and compliance efforts. Update Program Coordinators weekly with supervision and evaluation data to ensure they remain informed of student progress, supervisor activity, and any emerging issues requiring attention. Assist with the preparation and setup of Multiple Subject, Single Subject, and Special Education student teaching and observation orientations, as well as related meetings each semester. Provide clerical and administrative support to the appropriate Program Coordinator or Department Chair on matters related to fieldwork and fieldwork orientations. Organize meetings by coordinating logistics such as scheduling, agenda preparation, communication, and room reservations. Create informational packets and materials for teacher candidates, supervisors, and resident teachers to ensure all participants have clear guidance, required documents, and program expectations prior to fieldwork activities. Review Pupil Personnel Services (PPS) applications for eligibility and record placements in appropriate database to ensure accurate documentation and compliance with program requirements. Provide lead direction to student workers as appropriate Perform other classification-related duties, as assigned.

Requirements

High School diploma or its equivalent
Five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects

Nice To Haves

Excellent oral and written communication skills and the ability to establish and maintain cooperative working relationships with administration, faculty, staff, students and community school district personnel.
Demonstrated ability to work independently while also contributing effectively as part of a team.
Ability to work well in a fast-paced environment under tight deadlines.

Responsibilities

Coordinate student teaching and observation placements with district personnel for Multiple Subject, Single Subject, and Special Education programs each semester to ensure candidates are matched with appropriate school sites and supervising teachers.
Conduct ongoing follow-up with school districts to obtain confirmation of candidate placements and continue contact until all placements are fully secured, ensuring timely and complete placement coverage each term.
Update placement information as districts provide confirmations to maintain accurate and current records for program coordination and compliance.
Notify the appropriate program coordinator of any changes in student teaching or observation placements to ensure program continuity.
Document candidates’ placement status in the required electronic databases and maintain organized files to support accurate reporting, program audits, and smooth operational workflow.
Utilize expertise in PeopleSoft and related databases, applying troubleshooting and problem-solving skills to streamline placement and supervision processes.
Maintain effective communication between the Supervision Office, department staff, and school district personnel to provide assistance with student placements.
Process student teaching and observation applications each semester to ensure candidates move through required fieldwork steps efficiently and receive timely placement consideration.
Verify that all Program and Supervision conditions have been met—including grades in PeopleSoft, required examinations, and other prerequisites—to ensure candidates are adequately prepared and eligible for placement.
Maintain and update electronic databases and placement records, including creating or updating candidates’ conditional admit files, to ensure accurate and accessible information for program operations and reporting.
Review candidates’ program plans and notify the appropriate program coordinator when conditions or requirements are unmet to support early intervention and keep students on track for program completion.
Verify enrollment in required courses prior to Census each semester to confirm that candidates are properly registered and eligible for student teaching or observation activities.
Reconcile course enrollments each semester and notify department chairs, program coordinators, supervisors, and school district partners of student drops or changes to prevent placement disruptions and maintain compliance with program guidelines.
Provide high-quality support to current and prospective students through email, phone, and in-person communication to promote understanding of program expectations and ensure positive student experiences.
Notify current students prior to Census if they are not enrolled in the appropriate courses to allow timely corrections and ensure continued eligibility for fieldwork and supervision requirements.
Participate in student and supervisor orientation activities for Multiple Subject, Single Subject, and Special Education credential programs to ensure all stakeholders understand program expectations, procedures, and requirements.
Provide recommendations and evaluations of proposed solutions to supervision and placement concerns to support informed decision-making and continuous improvement of program operations.
Develop, present, and run reports on recorded supervision observations and evaluations to provide accurate, timely data that supports program monitoring and compliance efforts.
Update Program Coordinators weekly with supervision and evaluation data to ensure they remain informed of student progress, supervisor activity, and any emerging issues requiring attention.
Assist with the preparation and setup of Multiple Subject, Single Subject, and Special Education student teaching and observation orientations, as well as related meetings each semester.
Provide clerical and administrative support to the appropriate Program Coordinator or Department Chair on matters related to fieldwork and fieldwork orientations.
Organize meetings by coordinating logistics such as scheduling, agenda preparation, communication, and room reservations.
Create informational packets and materials for teacher candidates, supervisors, and resident teachers to ensure all participants have clear guidance, required documents, and program expectations prior to fieldwork activities.
Review Pupil Personnel Services (PPS) applications for eligibility and record placements in appropriate database to ensure accurate documentation and compliance with program requirements.
Provide lead direction to student workers as appropriate
Perform other classification-related duties, as assigned.

Benefits

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year.
Eligible employees are also able to participate in the fee waiver education program.

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