Field Education Administrative Specialist

University of the Pacific; Sacramento (CA); On-site; USD 70,000 - 73,000; Full time

Job summary

University of the Pacific in Sacramento seeks a Field Education Administrative Specialist to provide advanced administrative support for the MSW Field Education Office. You will coordinate placement processes, documentation workflows, and data management in alignment with CSWE standards and university policies.

The role collaborates with the MSW Program Director, Field Education Director, and faculty to ensure compliant field placements, efficient processes, and accurate reporting using

Qualifications

• Bachelor's degree or equivalent education required.
• Two+ years of administrative or coordination experience.
• Two+ years of experience with databases, spreadsheets, and office software; familiarity with internship tracking software (e.g., EXXAT).

Responsibilities

• Coordinate and manage day-to-day operations of field education programming.
• Serve as the primary administrator for internship tracking software.
• Design and maintain budget tracking and field education documentation processes.
• Supervise support staff and field education liaisons.
• Develop and produce regular reports, rosters, and dashboards.

Skills

Administrative coordination

Data reporting

Budget oversight

Communication

Education

Bachelor's degree

Tools

EXXAT or equivalent

MS Office

Job description

Job Title

Field Education Administrative Specialist

Department

Social Work

Campus

Sacramento

Posting Number

201304371P

Employment Type

Full Time

Term

12 months

Open Until Filled

No

Special Instructions to Applicants

For Applicants Seeking Job Opportunities within the University Internal: Internal applicants will be considered within the first five (5) business days of the posting period. External: External applicants will be considered on the sixth (6) business day of the posting period.

Visa Sponsorship

This position is not eligible for a visa sponsorship now or in the future.

Position Summary

The Master of Social Work (MSW) Program in the School of Health Sciences at the University of the Pacific seeks a Field Education Administrative Specialist to provide advanced administrative, operational, and coordination support for the MSW Field Education Office. This staff position serves as a central point of coordination for field education operations, helping to ensure compliant field placements for MSW students, efficient processes, and accurate data and documentation in alignment with CSWE standards, program requirements, and university policies. The MSW Program offers specialized practice concentrations in health care or behavioral health in social work within accelerated hybrid and asynchronous online formats. The Administrative Specialist works closely with the MSW Program Director, Director of Field Education, Field Coordinators, and department faculty and staff to lead key aspects of placement processes, documentation workflows, communication with agencies and students, and the use and optimization of internship tracking software.

Essential Functions

• Coordinate and manage day-to-day operations of field education programming for the MSW program, including placement processes, documentation workflows, budget oversight of field-related expenses and accounts, and communications with students and agencies.
• Serve as the primary administrator for internship tracking software for student, agency, and field instructor records, including system configuration, data quality control, and user support.
• Design and maintain processes for budget tracking, and organization for field education operations and activities.
• Design and maintain processes for field education documents (applications, learning contracts, affiliation agreements, evaluations, timesheets) and ensure timely completion and compliance.
• Supervise other support staff assigned to field education operations. field education liaisons, teaching assistants and student workers.
• Develop and produce regular and ad hoc reports, rosters, and dashboards related to placements, student progress, site capacity, and field education activities for the Director of Field Education, MSW Program Director, and other university leadership as needed.
• Lead administrative support for CSWE-related field education documentation, data collection, and reporting in collaboration with the Director of Field Education and departmental leadership.
• Coordinate communication strategies with students, field instructors, and agency partners regarding field education policies, timelines, placement onboarding, training opportunities, and required documentation.
• Participate, as a staff member, in department meetings and School of Health Sciences or university meetings related to field education, data, and operations; provide input on process improvements and system needs.
• Perform advanced office support functions for the Field Education Office, including scheduling, records management, event coordination, and process improvement activities.
• May provide guidance and functional lead support to student workers or other support staff assigned to field education operations.
• Coordinate recruitment, development, and maintenance of internship site records (locally and across California for hybrid and online tracks), including tracking affiliation status, supervision qualifications, and site capacity.
• Support the Director of Field Education and Field Coordinators in building and sustaining agency partnerships, including organizing agency outreach, tracking agency feedback, and assisting in resolving concerns or problems.
• Manage the operational aspects of assigning students and faculty to field classes and field seminars by preparing rosters, schedules, and placement summaries, and by monitoring enrollment and placement balancing needs.
• Lead administrative support for student-facing field education processes, including designing and updating orientation materials, FAQs, placement communications, and standard templates for advising-related internship communications.
• Administer and maintain program and student data in internship tracking software; monitor data integrity, run audits, and train faculty, students, and agency users on basic system functions as needed.
• Track deadlines and completion of all field education paperwork; implement reminder systems, escalation protocols, and summary reports to support compliance and timely completion.
• Respond to student and/or agency needs and inquiries in a timely, professional manner, triaging issues, providing guidance based on policies, and escalating urgent or complex concerns to the Director of Field Education or Field Coordinators as appropriate.
• Plan and provide logistical and administrative support for field seminars, field instructor orientations, and other field education events, including scheduling, communication, materials preparation, technology setup, and attendance tracking.
• Assist with preparation, formatting, and periodic revision of field education materials, including the Field Education Manual, learning contract templates, and evaluation forms.
• Coordinate and support CSWE accreditation activities as they pertain to field education, including compiling data, tracking field-related outcomes, and preparing documentation summaries.
• Identify opportunities to streamline field education processes and recommend improvements in workflow, communication, and use of technology to enhance efficiency and student/agency experience.
• Performs other duties as assigned.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience required.
• Two (2) or more years of progressively responsible administrative or coordination experience, preferably in higher education or social service/health settings.
• Two (2) or more years of demonstrated experience working with databases, spreadsheets, and office software (e.g., Word, Excel, Outlook), and strong ability to learn and administer internship tracking software (e.g., EXXAT or comparable system).
• Two (2) or more years of generating and interpreting reports, data, or dashboards to support program operations and decision making.

Preferred Qualifications

• Experience in social work education, field education offices, or community agencies that host social work interns.
• Bachelor's or master's degree in social work.
• Commitment to social work values, including equity, inclusion, and trauma-informed, culturally responsive practice.
• Familiarity with CSWE accreditation standards and field education processes, including evaluation tools, learning contracts, and field-related outcomes measures.
• Experience coordinating events, trainings, or meetings involving multiple stakeholders, including external partners.
• Experience providing functional guidance or lead support to other staff or student workers.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hiring Range

$70,304 - $73,408 We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening. AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

Anti-Discrimination/EEO Policy Statement

University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.