Field Education Administrative Specialist

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

Job summary

University of the Pacific is seeking a Field Education Administrative Specialist to provide advanced administrative, operational, and coordination support for the MSW Field Education Office. This role ensures compliant field placements, efficient processes, and accurate data aligned with CSWE standards and university policies.

The Administrative Specialist works closely with the MSW Program Director, Field Education Director, Field Coordinators, and faculty to lead placement workflows,

Qualifications

• Bachelor's degree or equivalent required.
• 2+ years of administrative or coordination experience in higher education or health/social services.
• 2+ years with databases, spreadsheets, and office software and experience with internship tracking software.
• 2+ years of generating and interpreting reports, data, or dashboards for operations.

Responsibilities

• Coordinate day-to-day operations of MSW field education programming.
• Serve as administrator for internship tracking software and data quality.
• Design processes for budget tracking and field education operations.
• Develop reports, rosters, and dashboards on placements and progress.
• Lead communications with students, agencies, and field instructors.
• Assist with CSWE accreditation activities and compliance.

Skills

Administrative coordination

Data visualization

Report generation

Communication

Education

Bachelor's degree or equivalent

Tools

EXXAT

Word

Excel

Outlook

Job description

Field Education Administrative Specialist

The Master of Social Work (MSW) Program in the School of HealthSciences at the University of the Pacific seeks a Field EducationAdministrative Specialist to provide advanced administrative,operational, and coordination support for the MSW Field EducationOffice. This staff position serves as a central point ofcoordination for field education operations, helping to ensurecompliant field placements for MSW students, efficient processes,and accurate data and documentation in alignment with CSWEstandards, program requirements, and university policies.

The MSW Program offers specialized practice concentrations inhealth care or behavioral health in social work within acceleratedhybrid and asynchronous online formats. The AdministrativeSpecialist works closely with the MSW Program Director, Director ofField Education, Field Coordinators, and department faculty andstaff to lead key aspects of placement processes, documentationworkflows, communication with agencies and students, and the useand optimization of internship tracking software.

Essential Functions:

• Coordinate and manage day-to-day operations of field educationprogramming for the MSW program, including placement processes,documentation workflows, budget oversight of field-related expensesand accounts, and communications with students and agencies.
• Serve as the primary administrator for internship trackingsoftware for student, agency, and field instructor records,including system configuration, data quality control, and usersupport.
• Design and maintain processes for budget tracking, andorganization 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 andcompliance.
• Supervise other support staff assigned to field educationoperations. field education liaisons, teaching assistants andstudent workers.
• Develop and produce regular and ad hoc reports, rosters, anddashboards related to placements, student progress, site capacity,and field education activities for the Director of Field Education,MSW Program Director, and other university leadership asneeded.
• Lead administrative support for CSWE-related field educationdocumentation, data collection, and reporting in collaboration withthe Director of Field Education and departmental leadership.
• Coordinate communication strategies with students, fieldinstructors, and agency partners regarding field educationpolicies, timelines, placement onboarding, training opportunities,and required documentation.
• Participate, as a staff member, in department meetings andSchool of Health Sciences or university meetings related to fieldeducation, data, and operations; provide input on processimprovements and system needs.
• Perform advanced office support functions for the FieldEducation Office, including scheduling, records management, eventcoordination, and process improvement activities.
• May provide guidance and functional lead support to studentworkers or other support staff assigned to field educationoperations.
• Coordinate recruitment, development, and maintenance ofinternship site records (locally and across California for hybridand 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, includingorganizing agency outreach, tracking agency feedback, and assistingin resolving concerns or problems.
• Manage the operational aspects of assigning students andfaculty to field classes and field seminars by preparing rosters,schedules, and placement summaries, and by monitoring enrollmentand placement balancing needs.
• Lead administrative support for student-facing field educationprocesses, including designing and updating orientation materials,FAQs, placement communications, and standard templates foradvising-related internship communications.
• Administer and maintain program and student data in internshiptracking software; monitor data integrity, run audits, and trainfaculty, students, and agency users on basic system functions asneeded.
• Track deadlines and completion of all field educationpaperwork; implement reminder systems, escalation protocols, andsummary reports to support compliance and timely completion.
• Respond to student and/or agency needs and inquiries in atimely, professional manner, triaging issues, providing guidancebased on policies, and escalating urgent or complex concerns to theDirector of Field Education or Field Coordinators asappropriate.
• Plan and provide logistical and administrative support forfield seminars, field instructor orientations, and other fieldeducation events, including scheduling, communication, materialspreparation, technology setup, and attendance tracking.
• Assist with preparation, formatting, and periodic revision offield education materials, including the Field Education Manual,learning contract templates, and evaluation forms.
• Coordinate and support CSWE accreditation activities as theypertain to field education, including compiling data, trackingfield-related outcomes, and preparing documentation summaries.
• Identify opportunities to streamline field education processesand recommend improvements in workflow, communication, and use oftechnology to enhance efficiency and student/agencyexperience.
• Performs other duties as assigned.

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

Minimum Qualifications:

• Bachelor's degree or equivalent combination of education andexperience required.
• Two (2) or more years of progressively responsibleadministrative or coordination experience, preferably in highereducation or social service/health settings.
• Two (2) or more years of demonstrated experience working withdatabases, spreadsheets, and office software (e.g., Word, Excel,Outlook), and strong ability to learn and administer internshiptracking 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 decisionmaking.

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 fieldeducation processes, including evaluation tools, learningcontracts, and field-related outcomes measures.
• Experience coordinating events, trainings, or meetingsinvolving multiple stakeholders, including external partners.
• Experience providing functional guidance or lead support toother staff or student workers.
• Experience and sensitivity in working with people of diversebackgrounds and cultures.
• Demonstrated experience in advancing social justice, equity,and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practicesand knowledge in their work.

Physical Requirements:

The physical demands described here are representative but notdefinitive of those that must be met by an employee to successfullyperform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilitiesto 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 andorganizational considerations when extending an offer.

Background Check Statement:

All applicants who receive a conditional offer of employment arerequired to execute a release and authorization for a backgroundscreening.

AB 810 Misconduct Disclosure Requirement:University of the Pacific complies with California Assembly Bill810, requiring candidates accepting conditional job offers todisclose any final administrative or judicial findings, ongoingproceedings, allegations, resignations under investigation, orappeals related to sexual harassment or misconduct within the pastseven years.