OFE Program Assistant

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.

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.

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.

• 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…