"OFE Program Assistant"

The School of Social Work Office of Field Education at the University of Michigan is committed to providing social work students with the necessary support and resources to successfully complete their field placement. Our office manages over 700 MSW, dual degree, and doctoral students per academic year in over 700 human service agencies. In addition, we are committed to the development and maintenance of field placement sites, the continuing professional development of field instructors, and recruitment/advising of potential students.

This position administers and coordinates activities in the Office of Field Education, is supervised by the Director of Field Education and is a full-time (40 hours per week) position.

Candidates must be currently eligible to work in the United States, as we are currently unable to sponsor visas for this job opening.

• Affiliation Agreement Processing (50%): Primarily responsible for obtaining and processing all Office of Field Education Affiliation Agreements. Collaborates with all necessary stakeholders to obtain fully executed agreements in a professional, time efficient manner. Data Entry as it relates to Affiliation Agreement processing. Provides clear written and verbal communications on timelines/progress of the agency affiliation process.
• Office Operations support (40%): Provides front office support which includes greeting students, faculty, staff and other visitors to the office in a professional and friendly manner. Receives and responds to routine/general questions and correspondence following established procedures not requiring management review and delegates more complex issues. Troubleshoots routine inquiries. Compiles periodic reports, agendas, meeting minutes. Takes and distributes meeting minutes as assigned. Supports managing schedules for Field Faculty, including complex meetings involving several parties and scheduling video conferencing via Zoom. Maintains calendars (individual and shared) and reserves rooms. Composes and edits correspondence regarding matters of a sensitive or confidential nature. New Agency data entry and processing. Under the direction of the OFE Director, assists in OFE office operations and has the ability to work under pressure in a fast-paced, multi-tasking environment; maintains and respects confidentiality and works closely with all members of the OFE team. Coordinates use of office equipment: orders, maintains, and monitors office supplies and equipment as requested. Distributes mass communication concerning due dates, trainings and events through Constant Contact as requested. Provides general clerical support to the Director of Field, the field faculty, and other office operations. Monitors the maintenance and physical appearance of the office to assure a welcoming, professional, and friendly environment.
• Other projects as assigned (10%): Cross coverage for other administrative team members. Event Coordination. Other duties as assigned.

Required Qualifications:

• Bachelor's degree
• Excellent interpersonal and communication skills, written and verbal. Strong drive to deliver excellent customer service. Reliable, highly organized and detail oriented with excellent time management skills.
• Experience with using Windows-based computer programs and Google suite applications; proficient and comfortable with working independently on computers and with a variety of applications including database/data entry.
• Ability to exercise independent judgment and employ basic reasoning skills.
• Interest and ability to seek out supervisory support when needed.
• Demonstrated maturity and ability to make decisions regarding handling procedures for student and agency paperwork and ability to maintain confidentiality with regard to student educational records.
• Ability to work independently and to interact professionally with School of Social Work students, administrative staff, faculty, Associate Deans and community-based partners.
• Commitment to fostering and maintaining a welcoming office environment.

Desired Qualifications:

• Previous office / administrative assistant experience.
• Previous experience supporting schedules/calendaring.
• Experience/understanding of relational databases and web-based applications; experience with Wolverine Access, Concur, and Constant Contact.
• Experience and a strong desire to work with students with a focus on support, relationship building and customer service.