General Administrative Support 40%
- Providing daily general administrative support to the Field program/team.
- Support partnering Agencies, Field Instructors/Task Supervisors & Students with day to day needs.
- Maintain Field website content to assure ALL contacts, roles and Field Information is accurate and up-to-date.
- Assist Director & Field Faculty with IPT software/app issues by troubleshooting or escalating to Alcea specialist.
- Update and maintain office supply inventory; anticipate needs based on upcoming events and Faculty needs.
- Assist Faculty with printing, scanning, uploading, and mailing programming materials as needed.
- Ensure proper handling and storage of Training material: CEU certificates: sign in sheets; Alerts Field Instructors/Task supervisor of upcoming training and registration; Vetting CEU’s for each training; Prepares and provides CEU’s to qualifying participants after completion of training
- Monitor personal and Social Work Field inbox, office phone, forwarding inquiries to appropriate team members, and ensuring timely responses.
- Provide training and assign daily task to Student Assistant.
- Assure Field bulletin boards are kept updated
- Processes and maintains program records, files and documentation; copies, faxes and scans documents; performs data entry and generates reports; maintains inventory control of forms and supplies.
Programs and Events 30%
Contracts (Service Learning Agreements-SLA-MOU’s & Affiliation Agreements) work closely with SDSU Contracts and Procurement on ALL aspects of contracts.
- Assure ALL existing contracts are up to Date
- Process Renewals of expired contracts
- Process ALL NEW contracts to onboard NEW partnering Agencies
Complio (Student Internship Onboarding Database)
- Onboard Hospital student internships via Complio database insuring ALL information entered is accurate.
- Constant follow-up with Complio, Agencies and Students with onboard progress until fully on boarded.
- Student Guidance: Aids in supporting students with the onboarding process and providing them with Complio and Internship agency contacts for support
Chrome River (Reimbursements/Payments to Faculty, Staff, Students, Vendors)
- Entering and follow up of ALL Reimbursements, Stipends & Payments into database and assure prompt payouts to ALL.
Intern Placement Tracking (IPT)
- Data Entry, Tracking & Updates of ALL Agencies, Field Instructors/Task Supervisors, Students, Invoicing, forms/documents
Adobe Sign
- Promptly sends out ALL electronic applications/forms to NEW Agencies/ Field Instructor/Task supervisors via Adobe sign and assures ALL applications are completed correctly and in a timely manner
Event Planning/Coordinating 10%
- Coordinate Venues, Catering, Parking, Flyers, Registration, Recognitions, Purchasing, Sign in Sheets, Awards, gifts, Misc.
- Coordinate Space/Venues for group meetings and visitors as needed on and off SDSU campus
- Track Field Budget to assure enough funds are within the budget before PO’s are submitted for upcoming events. Track PO’s to assure they have been approved prior to the event taking place.
- Proficient in maintaining cost information and records
Data and Financial Analysis 5%
Assists the Program Director in tracking the Field budget and request funds added when budget is running low; helps manage program budget revenues and expenses and supports the resolution of discrepancies in financial reports as they arise. Maintain cost information and records
- Reports (IPT, Stipends, Reaccreditation process and reports, Field budget, other special projects)
Customer Support/Communication 5%
- Provide professional communication to ALL SDSU Director’s, Faculty, Staff & Students
- Provide exceptional support to Field Education partnering Agencies and Field Instructor/Task supervisors providing them with their day to day needs. Coordinate with NEW Agencies and Field Instructor/Task supervisors regarding onboarding information once they have been vetted as a NEW Agency site or Field Instructor/Task supervisors
- Promptly sends out ALL electronic applications/forms to NEW Agencies/ Field Instructor/Task supervisors via Adobe sign and assures ALL applications are completed correctly and in a timely manner
- Processes and maintains program records, files and documentation; copies, faxes and scans documents; performs data entry and generates reports; maintains inventory control of forms and supplies.
Other Duties and Responsibilities as assigned 10%