Program Assistant, Behavioral Health (Part-Time)

Fairfield University; United States; On-site; USD 19,000 - 23,000; Part time

Job summary

Fairfield University is seeking a Program Assistant to provide comprehensive administrative support to graduate Behavioral Health programs within Social Work and Counseling. This part-time role (19 hours per week) supports students, faculty, and program leadership by coordinating processes from admissions through graduation and assisting with accreditation efforts.

The successful candidate will be highly organized, detail-oriented, and able to manage multiple priorities in a collaborative

Qualifications

• Bachelor's degree or 3 years administrative experience.
• Proficiency with Microsoft 365 including Word, Excel, Outlook, and Teams.
• Experience using spreadsheets, Microsoft Excel, Microsoft Word, and Google Workspace.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple projects simultaneously and prioritize deadlines.
• Demonstrated ability to work independently while contributing as a team.

Responsibilities

• Provide administrative support to Program Directors, Department Chairs, and faculty.
• Support student lifecycle activities from admissions through graduation.
• Coordinate accreditation data and documentation as directed.
• Attend meetings, prepare agendas and minutes, and disseminate records.
• Maintain organized electronic and physical files and ensure confidentiality.
• Assist with special projects and program events.

Skills

Strong organizational skills

Written and verbal communication

Ability to manage multiple projects

Independent yet collaborative

Education

Bachelor's degree or 3 years administrative experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Google Workspace

Job description

Job Description:

Reports To: Dean, SEHD Status: Part-Time, 19 hours per week

Position Summary

The Program Assistant provides comprehensive administrative support to graduate Behavioral Health programs of Social Work and Counseling. This position serves as a key resource for students, faculty, and program leadership by coordinating administrative processes, supporting accreditation efforts, maintaining program records, and assisting with student success initiatives from admissions through graduation. The successful candidate is highly organized, detail-oriented, self-directed, and able to manage multiple priorities in a collaborative academic environment.

Essential Duties and Responsibilities

Student Support and Program Coordination

• Monitor student success plans and academic probation processes in collaboration with Program Directors.
• Support Program Directors in coordinating administrative processes throughout the student lifecycle, including admissions, enrollment, progression, and graduation.
• Respond to program information emails and answer routine student questions regarding program procedures, deadlines, and logistics.
• Coordinate Master of Social Work (MSW) Residency logistics and communications.

Accreditation and Data Management

• Support ongoing accreditation compliance by collecting, organizing, and maintaining program data as directed by Program Directors, Department Chairs, and the CACREP Liaison.
• Compile reports and maintain documentation required for accreditation reviews, annual assessments, and continuous program improvement.
• Maintain accurate electronic databases and records while ensuring confidentiality of student information.

Clinical Education Support

• Provide administrative support to Clinical Directors for practicum and internship processes.
• Track student internship documentation and requirements.
• Compile and organize practicum application materials and related data for Counseling.
• Complete additional administrative tasks related to clinical education as assigned.

Meetings and Communication

• Attend program meetings and prepare accurate meeting agendas and minutes.
• Distribute meeting minutes and maintain meeting records.
• Facilitate communication among faculty, staff, students, and external partners as appropriate.

Alumni Relations and Assessment

• Maintain and update the alumni database.
• Coordinate alumni surveys and assist with collecting graduate outcome data.
• Prepare alumni data reports to support accreditation and program assessment initiatives.

General Administrative Support

• Provide administrative assistance to Program Directors, Department Chairs, and faculty as assigned.
• Maintain organized electronic and physical files.
• Assist with special projects and other departmental initiatives.
• Perform other duties as assigned to support the effective operation of the Behavioral Health programs.

Required Qualifications

• Bachelor's degree or 3 years equivalent administrative experience required.
• Proficiency with Microsoft 365, including Word, Excel, Outlook, and Teams.
• Experience using spreadsheets, Microsoft Excel, Microsoft Word, and Google Workspace applications.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple projects simultaneously and prioritize competing deadlines.
• Demonstrated ability to work independently while contributing effectively as a member of a team.
• Commitment to maintaining confidentiality and professionalism.

Preferred Qualifications

• Previous administrative experience in higher education or an academic setting.
• Experience supporting graduate programs, accreditation activities, or student services.
• Familiarity with student information systems and database management.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong customer service and interpersonal communication skills.
• Detail-oriented with excellent follow-through.
• Self-directed and proactive in identifying and completing tasks.
• Flexible and adaptable in a dynamic academic environment.
• Ability to collaborate effectively with faculty, staff, students, and external stakeholders.

Work Schedule

• Part-time, 19 hours per week.
• Opportunity for some evening hours to support program activities and events.

Category: Academic - Staff Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

Disclaimer The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice. All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Founded in 1942, Fairfield University is a modern, Jesuit Catholic University rooted in one of the world's oldest intellectual and spiritual traditions. With campuses located in Fairfield, CT Bridgeport, CT, and Austin, TX, we strive to create a workforce that is rich in skill, knowledge, and pride in our work. Members of the Fairfield University community exhibit mutual respect, compassion, and inclusivity, aspiring to be a welcoming environment representative of an ever-changing and diverse global populace. As our University rises in national prominence, we are committed to fostering a healthy workplace and lifestyle for our employees. At Fairfield, the future is filled with opportunities as limitless as your potential, and they all begin with you.