Field Education/Practicum Coordinator - Brown School

Scheduled Hours

37.5

Position Summary

This position will coordinate the successful execution of the Field Education program, fundamentally supporting the Assistant Dean and field faculty in the leadership of the program; interfacing with Field Instructors regarding affiliation, practicum recruitment, curriculum, issues and community engagement; coordinating initiatives, events, and activities that advance the OFE leadership internally and externally, as well as student support and participation, managing communications across multiple stakeholder platforms, streamlining and documenting processes for internal efficiencies and tracking, resolving field instructors' and students' issues; assessing program progress and enhancement, gathering and analyzing data, and producing reports.

The position will also coordinate all administrative needs of the Assistant Dean of Field Education. This position coordinates the daily operations of OFE departmental projects. The position oversees, directs, and/or coordinates administrative, financial, personnel, and general business operations for the department and provides technical assistance and support to identify the needs and available resources related to the projects.

Job Description

Primary Duties & Responsibilities

Coordinate department project activities for the Field Education Program.

• Serve as the initial contact for the OFE on matters related to practicum education and resolving or directing these questions to the appropriate parties for resolution.

• Serve as the initial contact in the OFE for students, field faculty, and field instructors, as well as the liaison to Brown School departments and centers.

• Field Site Coordination.

• Provide front/first-line support to Field Instructors. Utilizing a comprehensive tracking mechanism, process their applications, request affiliation agreements, work with the St. Louis Field Education Collaborative schools to support virtual training responsibilities, schedule small training session as needed, and issue CEHs.

• Ensure field instructor applications are complete, visible to relevant stakeholders and to follow up on incomplete submissions.

• Arrange Field Instructor Trainings.

• Student file system oversight and grading.

• Manage processes to audit and record student practicum registration.

• Manage grading documents and provide oversight, ensuring grades are submitted to Registrar (or egrades) by deadlines.

• Coordinate Field Education team meetings. In this role, the Program Coordinator will organize and schedule meetings, prepare agendas, draft and distribute meeting minutes, and assign and track follow-up activities.

• Conduct research, including developing reports, queries, and student rosters benchmarking at peer and other academic institutions to understand program needs and best practices; develop benchmarking reports; propose and conduct programmatic assessments; perform analyses of programmatic goals and progress on outcome measures.

• Design and oversee data retrieval procedures for data collection, perform preliminary data analyses, report findings, and make recommendations.

• Coordinate and administer activities of task forces and ad hoc committees, setting schedules and meeting times and helping with agendas.

• Coordinate with Field Faculty to develop policies and procedures and to maintain reports and information.

• Coordinate field instructor evaluation process.

Coordinate related curriculum, events, and programs connected to the Brown School's advance of field education.

• Support and assist the Assistant Dean with planning and implementing practicum education programming in alignment with strategic and range long-term goals of the Brown School and OFE.

• Manage, plan, and implement OFE events, such as meetings, practicum recruitment fairs, Field Instructor Appreciation Day, award ceremonies, and other on-campus events; including management of RSVPs, correspondence, mailing lists and communication; preparation and setup; coordinate logistics for visitors and guests, organizing air/ground travel and accommodations when needed, preparing visit itineraries, securing meeting space.

• Inform and support all communications efforts involving OFE colleagues and constituencies, including program announcements, newsletters, and public relations/outreach materials to students and field instructors.

• Manage content on Field Education pages of the Brown School website.

• Update all forms (print/electronic/Qualtrics forms), handbooks, petitions, and links annually and/or as information changes. Ensure all documents align for consistency among programs.

Provide administrative support to the Assistant Dean for OFE. For this role, duties can include:

• Draft and finalize correspondence, presentations, and reports.

• Ensures compliance with policies and procedures; participates in office planning; and supervises efficient operation of office in meeting external party needs.

• Manage the Assistant Dean's calendar and email.

• Manage the OFE Program email account.

• Schedule meetings and prepare materials for daily appointments.

• Develop OFE filing system and maintain all electronic files.

• Develop student filing system, creating electronic folders for each cohort. Download student ELAs, timesheets, and portfolio products from Canvas and file in student folders for eventual import to KnowledgeLake.

• Coordinate travel, organizing ground/air travel, accommodations, preparing materials, completing expense reimbursements.

• Manage contact data for OFE constituents in the Brown School's Handshake database and field education collaborative database.

• Train OFE field faculty and field instructors on software programs and applications.

• Interview, train, schedule, supervise and evaluate performance of work study and/or office assistants.

• Create, budget, and reconcile line items (consumables) related to events, supplies, travel, conference and hotel reservations; organize ground/air travel, accommodations, completion of expense reimbursements including mileage; process payment requests for scholarship, travel, memberships and trainings.

• Collect, maintain and report field-related (including confidential) documentation and data from students and field professionals, function as liaison between OFE and registrar; record and submit practicum grades; audit field-related requirements.

• Assist with developing and implementing the field education manual and maintain consistent contact with host organizations to ensure successful student placements.

• Provide administrative support for the , Assistant Dean of Field Education, and other field faculty as needed.

Database Management

• Management and maintenance of student and field instructor information in OFE databases, i.e.,Handshake, Microsoft Office with emphasis on Excel, Qualtrics, , Webadvising, WorkDay, Canvas, Collaborative Database and all OFE webpage interfaces, and emerging software databases (Student Sunrise, etc.).

• Data entry, collection and summary writing, permanent and ad hoc reporting especially as related to student and field instructor files.

• Investigate and resolve data issues across applications; verify the accuracy of data through continuous audits.

• Collaborate with various departments in the design of programs, database/application development (including on-line, interactive documents, webpages.

• Oversight of electronic filing systems related to student records, field related documentation, scholarships and evaluation.

Other duties as assigned.

• Effectively and accurately monitors and communicates relevant project information to stakeholders, clients, senior management and project team. Provides status updates.

Working Conditions

• This position maintains a working environment conducive to the efficient completion of assigned tasks, in compliance with University and School policies, and strives to meet the needs of Brown School faculty, staff and students.

• Security of electronic and hard-copy files will be vital.

• The position will be housed in Goldfarb or Brown Hall on the Danforth Campus.

• Normal office environment.

• Ability to travel to on and off-campus locations and work outside normal office hours as needed.

Preferred Qualifications

• Master's degree in social work and/or public health and five years of program development project management and administrative experience in a higher education environment.

• Advanced data analysis and academic writing skills preferred.

• Proficient in the use of MS Office, MS Excel, and MS Outlook.

• Strong oral and written communications background.

• Experience in event planning.

• Experience in developing, maintaining, and following office procedures and filing systems.

• Basic data management and analysis skills.

• Attention to detail.

• Ability to work independently and move along institutional initiatives with little supervision.

• Ability to establish and maintain relationships with field instructors, students, faculty and staff.

• Ability to work under pressure and with tight deadlines.

• Ability to work collaboratively with the field faculty advisors.

• Candidate should have proven ability to foster productive working relationships with diverse constituencies and should have the ability to prioritize, organize and communicate effectively.

• Excellent administrative, organizational and office management skills.

• Strong attention to detail, with advanced interpersonal skills.

• Excellent oral and written communication skills.

• Candidate must have the ability to maintain confidentiality, use discretion, and exercise good judgment. Work with diverse academic, cultural and ethnic backgrounds of graduate college students, faculty and staff.

Required Qualifications

Bachelor's degree and three years related program development, administrative or project management experience or equivalent combination of education/experience.

Grade

G09

Salary Range

$44,700.00 - $73,800.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We've got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University's policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment - fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.