Administrative Coordinator, MFT (part time)

samuelmerritt; Sacramento (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

Samuel Merritt University in Sacramento, CA seeks an Administrative Coordinator to provide essential administrative and operational support to the MFT Program Director. You will manage schedules, communications, student records, and program reporting while coordinating placements and events.

The role involves assisting admissions and registrar offices, handling confidential information, and implementing approved process improvements to support program success.

Responsibilities

• Handle routine telephone and email communication; respond to applicant inquiries and direct questions to appropriate personnel.
• Open, identify, route, and respond to mail addressed to the program or Program Director as appropriate.
• Maintain the Program Director's calendar and the master program schedule, including meetings and deadlines.
• Prepare routine memos, correspondence, supply requests, and forms for review; prepare accreditation correspondence.
• Prepare meeting materials, record minutes, track action items, and follow up on completion.
• Maintain accurate program and student records, databases, and shared files with confidentiality.
• Initiate course schedules and coordinate revisions with faculty input and the Program Director's approval.
• Process purchasing requests, reimbursements, and other financial paperwork; track expenditures and report discrepancies.
• Compile information for program assessment, accreditation, and institutional reporting.
• Coordinate orientation, program events, and student communications; manage schedules and logistics.
• Serve as a liaison with admissions, registrar, purchasing, facilities, and other offices; refer students to resources.
• Coordinate classroom and meeting space reservations; complete online room scheduling and resolve scheduling needs.
• Coordinate purchasing and distribution of program supplies and equipment.
• Initiate and coordinate administrative activities at the Program Director's direction.
• Assist faculty responsible for the program clinic with materials, parking, appointment communications, and logistics.
• Refer students to appropriate university resources for identified needs or concerns.
• Compile information and statistics for program maintenance, growth, assessment, and accreditation reporting.

Job description

Description:

Job Description Summary: The Administrative Coordinator provides primary administrative and operational support to the Marriage and Family Therapy (MFT) Program Director. The coordinator anticipates program needs, organizes day-to-day activities, and supports admissions, student records, program reporting, and the administrative aspects of clinical site placement coordination. Support for other faculty is provided as directed by the Program Director and within established workload priorities.

The coordinator works under the direction of the Program Director, with increasing independence in routine administrative responsibilities as familiarity with the program develops. The Program Director provides guidance on priorities and procedures, and the coordinator seeks clarification and assistance as needed. The coordinator exercises discretion with sensitive information and consults the Program Director on matters requiring program approval or clinical judgment. The coordinator recommends improvements to administrative processes and implements approved changes.

Job Duties and Accountabilities

65% Program Director and Program Administrative Support

• Handle routine telephone and email communication; respond to applicant inquiries and direct questions to appropriate personnel.
• Open, identify, route, and respond to mail addressed to the program or Program Director as appropriate.
• Maintain the Program Director's calendar as requested. Maintain the master program schedule and calendar, including meetings, deadlines, and program activities.
• Prepare routine memos, correspondence, supply requests, and forms with guidance as needed; prepare accreditation correspondence for the Program Director's review.
• Prepare meeting materials, record minutes, track action items, and follow up on completion at the Program Director's direction.
• Maintain accurate, organized program and student records, databases, and shared files with appropriate access and confidentiality.
• Initiate course schedules and coordinate revisions with faculty input and the Program Director's approval.
• Process purchasing requests, reimbursements, and other financial paperwork; track expenditures and report discrepancies or budget concerns to the Program Director.
• Compile information and maintain documentation for program assessment, accreditation, and institutional reporting; prepare draft materials for the Program Director's review.
• Coordinate orientation, program events, and student communications, including schedules, materials, facilities, and logistical arrangements.
• Serve as an administrative liaison with admissions, the registrar, purchasing, facilities, and other university offices; refer students to appropriate resources.
• Coordinate classroom and meeting space reservations, complete online room scheduling, and work with faculty and facilities personnel to resolve scheduling needs.
• Coordinate purchasing and distribution of program supplies and equipment.

Program Administrative Support Continued

• Initiate, plan, and coordinate administrative and extracurricular program activities at the Program Director's direction.
• Where applicable, assist the faculty member responsible for a program clinic with materials, parking arrangements, appointment communications, and administrative logistics.
• Refer students to appropriate university resources for identified needs or concerns.
• Compile information and statistics for program maintenance, growth, assessment, and accreditation reporting as directed by the Program Director.

15% Clinical Site Placement Administrative Support

• Assist the Program Director with the administrative coordination of student practicum and internship placements, including placement timelines and communications.
• Maintain a current directory of prospective and approved placement sites, site contacts, supervisors, and available placement opportunities.
• Collect and organize site information, supervisor documentation, affiliation agreements, and student placement materials for review by the Program Director and appropriate university offices.
• Track required paperwork, signatures, onboarding steps, agreement renewal dates, and placement deadlines; send reminders and flag incomplete items.
• Coordinate placement information sessions, site meetings, interviews, and visits as directed; communicate approved processes and requirements to students and site contacts.
• Maintain placement records and assist with tracking submission of clinical hours records, supervisor evaluations, and other required documentation.
• Refer placement concerns, supervision questions, and clinical issues promptly to the Program Director. Site and supervisor approval, placement decisions, and clinical oversight remain with the Program Director or designated qualified faculty.

10% Admissions and Interview Coordination

• Prepare interview forms and materials, invite qualified applicants identified