Staff Assistant III – Department of Social Work

Staff Assistant III Department of Social Work Job Details

JOB TITLE : Staff Assistant III Department of Social Work ( hrs / wk wks)

REPORTS TO : Chair, Department of Social Work

Job Objective : To provide administrative support and project management for the Department of Social Work Program. An important part of the position is supporting the ministry and mission of the University and advancing the academic excellence and spiritual vitality of our University and students.

Each employee plays an important role in the development of the Christian faith in our students.

• Qualifications : Demonstrated effective, strong organizational abilities; strong communication skills, both written and oral with both internal and external audiences;
• positive interpersonal relational skills; strong facility with computer applications, especially MS-Office; highly self-directed and able to work with minimal supervision;

ability to work effectively under time-pressure to maintain and complete multiple projects simultaneously; and to respond to unprecedented situations.

A committed and dynamic Christian faith is vital along with the ability to support the University’s theological position, lifestyle standards and mission.

A committed and dynamic Christian faith is vital along with the ability to support the University’s theological position, lifestyle standards and mission.

Responsibilities :

Provides administrative support for the Department of Social Work.

Many of these responsibilities require independent decision-making skills.

• Assists when possible with composing and preparing reports, announcements, and correspondence; assists with accreditation reports, proofreading, and coordinating publication of these materials
• Administers budget
• Makes travel arrangements
• Assists with setting up appointments and meetings
• Coordinates and relates with external publics, when necessary

Serves as the primary receptionist for the Department of Social Work to both internal and external constituencies.

Maintains social work files including establishing an effective file system, as well as expanding and purging the filing system as necessary.

• Provides administrative support for the Department of Social Work Admission’s process including distribution of information materials, applications, coordinating application files and correspondence.
• Maintains and updates field education database and record system in coordination with the Field Education Director.
• Coordinates Program events, such as accreditation visits involving
• multiple campus and community groups; program development meetings; student forums; colloquiums; conferences for the larger community;

Admission’s Focus Groups; Field Supervisor Training; New Student Orientation, Advisory Committee, etc.

• Provides schedule management of program faculty committees and program task force meetings and as needed attends to record minutes for documentation files.
• Orders and maintains office supplies.
• Maintains social work syllabi updating for each new semester.
• Coordinates social work student course evaluations at the end of each semester

Coordinates and prepares annual revisions to the Student and Field

Handbooks including editing and publication of this material; and supports and coordinates publication of various program materials, including proof-reading and liaison with printers.

Provides support and tracking for student registration including from distribution of forms, schedules, advisement letters, and other materials and processes to facilitate registration and retention.

Assist Program Chair with course scheduling, faculty loading and contract worksheets and catalog updating.

Provides administrative coordination for Program Student Enrollment :

• Tracks student demographic and program information necessary for CSWE annual reports and for continuous program assessment
• Sends transfer credit information, determined by the Admission’s Committee, to registration for recording on transcripts
• Keeps track of incompletes
• Notifies Registration of graduation eligibility and initiates and collects appropriate graduation forms for eligible students
• Keeps APEC Records (Academic and Professional Evaluation Committee)
• Processes all student registration from distribution of schedules and several different letters and forms to receipt of forms, batching up to send to the University Registration office for computer input.

Registration is initiated three times annually and is an ongoing process throughout the year.

Assists walk-in and telephoning prospective and current students with questions and needs and as necessary makes appropriate referrals.

Supervises student workers

Other duties as assigned

Physical requirements :

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand;

walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to pounds.

Position Type / Expected Hours of Work :

This is a full-time on-site position, and hours of work and days are Monday through Friday, : a.m. to p.m. Potential exists to work some evenings and weekends.

Travel :

No travel is expected for this position.