Field Education Administrative Specialist
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Posting Details
Position Information
Job Title Field Education Administrative Specialist
Union Level
Department Social Work
Campus Sacramento
Posting Number 201304371P
Full or Part Time Full Time
Number of Months 12
Work Schedule
Position End Date
Open Date
Close Date
Open Until Filled No
Special Instructions to Applicants For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5)
business days of the posting period.
External: External applicants will be considered on the sixth (6) business
day of the posting period.
Sponsorship This position is not eligible for a visa sponsorship now or in the future.
Position Summary Information
Primary Purpose The Master of Social Work (MSW) Program in the School of Health Sciences at the University of the Pacific seeks a Field Education Administrative Specialist to provide advanced administrative, operational, and coordination support for the MSW Field Education Office. This staff position serves as a central point of coordination for field education operations, helping to ensure compliant field placements for MSW students, efficient processes, and accurate data and documentation in alignment with CSWE standards, program requirements, and university policies.
The MSW Program offers specialized practice concentrations in health care or
behavioral health in social work within accelerated hybrid and asynchronous
online formats. The Administrative Specialist works closely with the MSW
Program Director, Director of Field Education, Field Coordinators, and
department faculty and staff to lead key aspects of placement processes,
documentation workflows, communication with agencies and students, and the use
and optimization of internship tracking software.
Essential Functions
Coordinate and manage day-to-day operations of field education programming
for the MSW program, including placement processes, documentation
workflows, budget oversight of field-related expenses and accounts, and
communications with students and agencies.
Serve as the primary administrator for internship tracking software for
student, agency, and field instructor records, including system
configuration, data quality control, and user support.
Design and maintain processes for budget tracking, and organization for
field education operations and activities.
Design and maintain processes for field education documents
(applications, learning contracts, affiliation agreements, evaluations,
timesheets) and ensure timely completion and compliance.
Supervise other support staff assigned to field education operations.
field education liaisons, teaching assistants and student workers.
Develop and produce regular and ad hoc reports, rosters, and dashboards
related to placements, student progress, site capacity, and field
education activities for the Director of Field Education, MSW Program
Director, and other university leadership as needed.
Lead administrative support for CSWE-related field education
documentation, data collection, and reporting in collaboration with the
Director of Field Education and departmental leadership.
Coordinate communication strategies with students, field instructors, and
agency partners regarding field education policies, timelines, placement
onboarding, training opportunities, and required documentation.
Participate, as a staff member, in department meetings and School of
Health Sciences or university meetings related to field education, data,
and operations; provide input on process improvements and system needs.
Perform advanced office support functions for the Field Education Office,
including scheduling, records management, event coordination, and process
improvement activities.
May provide guidance and functional lead support to student workers or
other support staff assigned to field education operations.
Coordinate recruitment, development, and maintenance of internship site
records (locally and across California for hybrid and online tracks),
including tracking affiliation status, supervision qualifications, and
site capacity.
Support the Director of Field Education and Field Coordinators in building
and sustaining agency partnerships, including organizing agency outreach,
tracking agency feedback, and assisting in resolving concerns or problems.
Manage the operational aspects of assigning students and faculty to field
classes and field seminars by preparing rosters, schedules, and placement
summaries, and by monitoring enrollment and placement balancing needs.
Lead administrative support for student-facing field education processes,
including designing and updating orientation materials, FAQs, placement
communications, and standard templates for advising-related internship
communications.
Administer and maintain program and student data in internship tracking
software; monitor data integrity, run audits, and train faculty, students,
and agency users on basic system functions as needed.
Track deadlines and completion of all field education paperwork; implement
reminder systems, escalation protocols, and summary reports to support
compliance and timely completion.
Respond to student and/or agency needs and inquiries in a timely,
professional manner, triaging issues, providing guidance based on
policies, and escalating urgent or complex concerns to the Director of
Field Education or Field Coordinators as appropriate.
Plan and provide logistical and administrative support for field seminars,
field instructor orientations, and other field education events, including
scheduling, communication, materials preparation, technology setup, and
attendance tracking.
Assist with preparation, formatting, and periodic revision of field
education materials, including the Field Education Manual, learning
contract templates, and evaluation forms.
Coordinate and support CSWE accreditation activities as they pertain to
field education, including compiling data, tracking field-related
outcomes, and preparing documentation summaries.
Identify opportunities to streamline field education processes and
recommend improvements in workflow, communication, and use of technology
to enhance efficiency and student/agency experience.
Performs other duties as assigned.
University of the Pacific recognizes that diversity, equity, and inclusion is
foundational to the success of our valued students and employees. We
prioritize policy and decision-making that demonstrates awareness of, and
responsiveness to, the ways socio-cultural forces related to race, gender,
ability, sexuality, socio-economic status, etc. impede or propel students,
faculty, and staff.
Minimum Qualifications
Bachelor's degree or equivalent combination of education and experience
required.
Two (2) or more years of progressively responsible administrative or
coordination experience, preferably in higher education or social
service/health settings.
Two (2) or more years of demonstrated experience working with databases,
spreadsheets, and office software (e.g., Word, Excel, Outlook), and
strong ability to learn and administer internship tracking software
(e.g., EXXAT or comparable system).
Two (2) or more years of generating and interpreting reports, data, or
dashboards to support program operations and decision making.
Preferred Qualifications
Experience in social work education, field education offices, or community
agencies that host social work interns.
Bachelor's or master's degree in social work.
Commitment to social work values, including equity, inclusion, and trauma-
informed, culturally responsive practice.
Familiarity with CSWE accreditation standards and field education
processes, including evaluation tools, learning contracts, and field-
related outcomes measures.
Experience coordinating events, trainings, or meetings involving multiple
stakeholders, including external partners.
Experience providing functional guidance or lead support to other staff or
student workers.
Experience and sensitivity in working with people of diverse backgrounds
and cultures.
Demonstrated experience in advancing social justice, equity, and inclusion
in a university setting.
Ability to engage and integrate culturally responsive practices and
knowledge in their work.
Physical Requirements The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hiring Range $70,304 - $73,408 We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.
Background Check Statement All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.
AB 810 Misconduct Disclosure Requirement: University of the Pacific
complies with California Assembly Bill 810, requiring candidates accepting
conditional job offers to disclose any final administrative or judicial
findings, ongoing proceedings, allegations, resignations under investigation,
or appeals related to sexual harassment or misconduct within the past seven
years.
Anti-Discrimination/EEO Policy Statement University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.
Posting Specific Questions
Required fields are indicated with an asterisk ().
Do you have a Bachelors degree or equivalent combination of education and experience?
Yes
No
Do you have two (2) or more years of progressively responsible administrative or coordination experience, preferably in higher education or social service/health settings?
Yes
No
Do you have two (2) or more years of demonstrated experience working with databases, spreadsheets, and office software (e.g., Word, Excel, Outlook), and strong ability to learn and administer internship tracking software (e.g., EXXAT or comparable system)?
Yes
No
Do you have two (2) or more years of generating and interpreting reports, data, or dashboards to support program operations and decision making?
Yes
No
Pacific participates in federal healthcare programs. As such, a required part of the hiring process is to verify that potential employees have not been excluded from participating in federal programs for mandatory exclusions (including for fraud, controlled substances crimes, patient abuse or neglect, or other program-related crimes) or for other permissive exclusions by the Office of Inspector General. A "Yes" response would be considered disqualifying. Please answer the following question accordingly: Are you currently excluded from participation in federal programs (including Medicare, Medicaid, or any other federal healthcare program)?
Yes
No
Pacific participates in federal healthcare programs. As such, a required part of the hiring process is to verify that potential employees have not been excluded from participating in federal programs for mandatory exclusions (including for fraud, controlled substances crimes, patient abuse or neglect, or other program-related crimes) or for other permissive exclusions by the Office of Inspector General. A "Yes" response would be considered disqualifying. Please answer the following question accordingly: Have you received notice that you are under review for possible exclusion from any federal programs (including Medicare, Medicaid, or any other federal healthcare program)?
Yes
No
Pacific participates in federal healthcare programs. As such, a required part of the hiring process is to verify that potential employees have not been excluded from participating in federal programs for mandatory exclusions (including for fraud, controlled substances crimes, patient abuse or neglect, or other program-related crimes) or for other permissive exclusions by the Office of Inspector General. A "Yes" response would be considered disqualifying. Please answer the following question accordingly: Are you currently excluded from participation in federal programs (including Medicare, Medicaid, or any other federal healthcare program)?
Yes
No
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Other Document
Other Document 2
Other Document 3
