OFE Program Assistant

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position:

1. Letter of interest/cover letter.
2. Resume.
3. One page statement that discusses/shares a recent experience; what was learned from this experience, and what you did with what you learned.
 

In order for the Career Portal system to accept a cover letter and one page statement, please include these as a page of your resume document.

Job Summary

This is a 1-Year Term-Limited Appointment with the possibility of a 6-month extension after re-evaluation after the one year.

The School of Social Work Office of Field Education (OFE) at the University of Michigan is committed to providing Master of Social Work (MSW) students with the necessary support and resources to successfully complete their required field practicum (25% of the curriculum). Our office manages over 700 MSW, dual degree, and doctoral students per academic year (on-campus and online) in over 800 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.

The OFE Program Assistant will administer and coordinate the administrative activities of the SSW Office of Field Education.  This position is supervised by the Office of Field Education Director and is a full-time (40 hours per week) position. The OFE Program Assistant will have the ability to work in a fast-paced, multi-tasking environment and adjust to the workflow of a University academic calendar.  This position also requires the ability to maintain confidentiality, respectful communication with all parties, and display sound judgment. Under FLSA, incumbents in this position are nonexempt.

Responsibilities*

Office Operations support (50%)

• As the face of the Office of Field Education, greets students, faculty, staff and other visitors to the office in a professional and friendly manner. Receives and responds to routine/general questions and correspondence from multiple stakeholders (student/agency/School/external party) following established procedures not requiring management review and delegates more complex issues. Troubleshoots and resolve routine issues/inquiries as they arise.
• Compiles periodic reports, agendas, meeting minutes. Takes and distributes meeting minutes at weekly team meetings. Independently manages all correspondence including drafting, formulating, and proofing all written work including minutes and creates and maintains filing systems.
• Responsible for managing scheduling for the Director of Field Education and 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.
• 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.
• 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.
   

Data Entry (30%) 

• Performs general data entry, documents management and clerical functions relative to partnering agencies, programs, field instructor and student paperwork.
• Creates and manages Emburse reports related to field education activities.
• Makes appropriate decisions requiring critical thinking and the consideration of multiple, complex variables.
   

Event Coordination (10%)

• Under the direction of the Director of Field and the Office Manager, assists in the logistics, planning, coordinating, and execution of both small and large Office of Field Education events including the development of all materials for these events. Coordinates event preparation and execution of timelines.
• Orders food, reserve space and work with facilities for set-up coordination. For off campus events, works with vendors to reserve event space and determine details. Handles receipts and  reconciliation. Creates advertisements and mass invitations for events.
   

Other projects as assigned (10%)

• Manages and tracks all prospective agency development correspondence and forms. Updates Director of Field and Office Manager regularly on timelines/progress of the new agency data process.                      
• Other duties as assigned.

Required Qualifications*

• High School or GED and a minimum of 2 years office experience.
• Excellent interpersonal, team collaboration, 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 and google suite computer programs; 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. Demonstrated maturity and ability to make decisions regarding handling procedures for student and agency paperwork; ability to work independently and to interact professionally with School of Social Work students, administrative staff, faculty, Associate Deans and community-based partners.

Desired Qualifications*

• Experience/understanding of relational databases and web-based applications; experience with Filemaker Pro, Wolverine Access, PCard reconciliation, Emburse, and Constant Contact.  
• Experience in higher education and/or human services, with a strong desire to work with students with a focus on support, relationship building and customer service.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

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

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.