Program Assistant School of Social Work University of Illinois Urbana-Champaign

Program Assistant

School of Social Work

University of Illinois Urbana-Champaign

The School of Social Work at the University of Illinois at Urbana-Champaign is searching for an Program Assistant to join our Academic Programs teams.

The Program Assistant will work with both BSW and MSW Field Education

programs to manage and support an online field database and to oversee the Affiliation Agreement process from inception to completion. Additionally, as a representative of Field Education, the employee will work closely to

organize and execute field events while providing direct support to multiple field faculty, students, and agencies.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color,

religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit http://go.illinois.edu/EEO.

Major Duties and Responsibilities:

Internship Management Database (SONIA) Administration

• Serves as the point person for Field (BSW and MSW) as a hands-on

administrator of SONIIA (a database/internship management system). Serve as central SONIA Help Desk for all end-users both internally and externally, assist in problem-solving, trouble-shooting, and re-sets; be point lead to

Sonia Tech Team for major fixes.

• Provides excellent customer service while processing referrals from Field Education Team for all new user logins and onboarding needs for students, field instructors, and site contacts.

• Coordinates, creates, and maintains:

o profiles for sites/entities, site locations, and site contacts/field instructors.

o student profiles and field enrollments.

• Develops placement groups by cohort by start date while orchestrating

the following details:

o field placement allocations and resource assignments.

o email communications templates.

o core documents, postings, and weblinks.

o Maintaining and assigning internship forms

• Maintains and implements new features in SONIA as they become available.

• Assists in training field staff on new updates and features.

• Generates reports utilizing SONIA data as requested by department heads to support:

• Provides program development assistance

• Provides assistance with accreditation requirements

• Engages in audits

Contracts Administration

• Engages internship site in filling out vendor forms to establish initial vendor relationship with UIUC while collecting relevant contact data.

• Utilizes Contract+ to fill out and submit the first draft of the affiliation

agreement

• Manages all existing contracts to update and make amendments based

on the expiration date.

• For a UI-affiliated entity, initiate the “Intra-University Memorandum of

Understanding” as a template.

Field Office Tasks and Projects – and General Office Support

• Collects and tracks proof of students’ purchase of professional liability

insurance as required for Field.

• Receives individual electronic post-tests for participants of Field Instructor Online Training (ad-hoc), create and send 1:1 CEU certificates for credit hours by email; maintain copies in i:drive.

• Receives field instructor requests for “UIUC Allied Organization Staff ID Card” as a benefit; maintains license and submits requests to UIUC Office of

Corporate Relations for issuance; communicates and fulfills by mailing Allied Card via postal service to recipient

• Makes travel arrangements as requested for Field faculty (hotel, air, car, or UI carpool reservations) including any processing of credit card authorizations. Purchase conference or event registrations, membership renewals, book

orders, and other items, using T-Card or P-Card or by arrangements for

journal transfer. Submit Travel Pre-Approval details by person to business

office. Processes charges with receipts for payment in TEM system or P-Card log, and/or process mileage and other reimbursements for Field faculty using TEM proxy.

• Prepares for and attends Field team or hosted meetings (major or minor) as requested; orders catering or food deliveries and purchases beverages;

prepares document handouts, set up, signage, name tags, and sign-in/

registration, and clean up.

• Takes minutes at Field team meetings.

• Makes meeting room and parking space reservations for Field faculty and their guests as requested.

• Manages daily email communications.

• Answers and manages incoming Field calls in specific and central office calls in general as needed; transfers to appropriate resource or scribe as an email message to inform.

• Welcomes walk-ins and manage inquiries.

• Proactively orders copy paper, toner supplies, and maintains repair for the main office copier.

• Performs end-of-day duty to ensure all School classroom overhead

projectors are off and doors locked.

• Assists Academic Affairs team with Social Work convocation ceremonies and other social work events.

• Assists with purchasing supplies and food for events

Other Duties as Assigned

Position Requirements and Qualifications:

Required: Bachelor’s degree and one year of experience in administrative support.

Preferred: Demonstrated experience with database management

Knowledge Requirements:

Proficient knowledge of Microsoft office suite. Excellent communication skills, both written and verbal. The ability to multitask and triage. Seek out

information by asking clarifying questions. Team player. Excellent Customer Service Skills. Ability to function in a high-stress environment. Comfortable working in a diverse environment.

Application Procedures:

This is a full-time (100%) civil service Program Assistant position appointed on a 12 month service basis. The proposed start date is as soon as possible after the closing date. Salary is commensurate with experience.

To ensure full consideration, complete applications must be submitted by TBD. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at http://jobs.illinois.edu. If you already have a profile, you will be redirected to that existing profile via email notification.

To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload the following documents:

• cover letter

• resume (months and years of employment must be included)

• academic credentials (unofficial transcripts or copy of diploma may be

acceptable) for all degrees attained. Academic credentials will be verified

before hire.

• names/contact information for three references

For further information about this specific position, contact

sw-hr@illinois.edu. You may also visit http://www.socialwork.illinois.edu for additional information. For questions about the application

process, please contact 217-333-2137.

University of Illinois faculty, staff and students are required to be fully

vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an

exemption in accordance with applicable University processes.

The University of Illinois conducts criminal background checks on all job

candidates upon acceptance of contingent offer. Convictions are not a bar to employment. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual

harassment and to authorize inquiries to current and former employers

regarding findings of sexual misconduct or sexual harassment. For more

information, visit Policy on Consideration of Sexual Misconduct in Prior

Employment. As a qualifying federal contractor, the University of Illinois

System uses E-Verify to verify employment eligibility.

The University of Illinois must also comply with applicable federal export

control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicant.

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