Administrative Specialist- College of Social Work-UTK

This position serves as a member of the College of Social Work Field Education Program and provides support for the Field Director, Assistant Director of Field, and Knoxville Field faculty members. While working in the Online Master’s and Bachelor’s programs and in-person campus Master’s and Bachelor’s programs the position also manages, records, and maintains student internship placement data for over 240 (or more) field placements (internships), while ensuring that graduate and undergraduate students remain in compliance with agency regulations and protocols.

Core responsibilities include but not limited to:

Field Education Academic Support

• Corresponds with agency based field instructor and with external clinical/non-clinical partners regarding completion of contract signatures, agency prerequisites, and other agency and field instructor paperwork to provide a successful clinical/non-clinical practicum experiences for students.
• Manages, creates, and edits field practicum documents and manuals.
• Before forwarding for final approval to Director of Field, this position corresponds with external vendors on contracts to assist with completion of new affiliation agreements, continue renewals, and completes initial review of contract terms and conditions to communicate the necessary requirements to students before beginning their internship.
• Monitors budgets allocated for multiple events and outreach functions in the field program. Works closely with the Field program team and faculty, facilitates advisory Committee meetings, and works with College and University stakeholders to develop the field/internship experience of graduate and undergraduate students.
• Serves as a backup for the Nashville campus Field staff and supports the Nashville field faculty as needed.
• Provides administrative support for the Field Director, Assistant Director of Field, and Knoxville Field faculty members.
• Engages in end of the year field evaluation process through the development and dissemination field evaluation surveys.

Field Events

• Organizes, coordinates, and supports the Director of Field Education and Knoxville based Field faculty coordinators with all Knoxville field related events: 10 Field events that are held throughout the year and include Spring Field Instructor Appreciation and Awards Ceremony, Southeast Field Instructor Appreciation, Online Field Instructor Appreciation, Fall Advisory Committee Meeting, Spring Advisory Committee Meeting, Field Liaison Lunch/Training, Tri-cities Outreach Appreciation, Knox County Agency outreach, Field Instructor Training, and Field Team Strategic planning.
• Reviews and monitors the budgeted amount for expenses, managing and coordinating the event venue, arranging food and beverages, ordering awards and plaques, and communicating with external vendors to ensure successful event execution.
• Event management task requires developing invitations, RSVP from attendees, printing all necessary documents, and arranging the speaker presentations while assisting with technology setup.

Intern Database Management and Clinical Student Compliance

• This position serves as the database administrator and troubleshoots any technical difficulties and is the main contact for field coordinators, students, agency-based field instructors, and external agency personnel.
• This position also maintains all agency and agency-based field instructor data and over 1400 detailed placement site pages and their compliance regulations.
• Reviews and tracks 39 data points on each student in their field placement to ensure all required documentation is completed before their internship begins.
• Uploads 6 new field academic forms in Intern database for each field student for Summer, Fall, and Spring semesters.
• Management and operation of software platforms (Total Clinical Placement System/TCPS, Castlebranch) includes corresponding with clinical site field instructors to assure an internship is available and willing to accept students.
• Reviews and tracks student files for completeness and compliance with affiliation agreements and clinical agency requirements.
• Collaborates with faculty to resolve discrepancies and reports results to the appropriate faculty members and/or Director and Assistant Director of Field.
• Ensures student compliance with agency affiliation onboarding requirements, reviews and documents detailed contract terms and conditions for accurate entry in the intern placement software.
• Ensures required clinical documents and data are complete and submitted to the appropriate clinical partner sites. Manages distribution of student health records to faculty, clinical partners, or any other institution ensuring compliance with UT policy and FERPA/HIPPA regulations.
• Ensures new Field instructors have completed the required orientation modules regarding supervising students in their field internship.
• Corresponds and assists students in meeting the field agency’s requirements that are required to secure and serve in the field internship.
• Assists with execution of student clinical orientation to Tennessee Clinical Placement System (TCPS) ensuring student data is accurate and distributed timely to clinical site coordinators. For clinical partner sites who do not use TCPS, this position works individually with each clinical site to ensure all required documentation is provided before the start date.
• Assessing student documentation for placement through monitoring the completion of any field agency-required physical exams, CPR certification, criminal background checks, drug testing, fingerprinting, and immunizations/titers.
• Corresponds with each student and informs, tracks, and follows up with students on the completion status of all the necessary UTKCSW field forms and paperwork.
• This position is responsible for managing TCPS and Castle branch for the Online Master’s and Bachelor's programs and in-person campus Master’s and Bachelor’s programs, while serving as backup for the Nashville Master’s Online and campus programs.
• Ensure the accurate and timely submission of student information pages, uploading required field forms, connecting their assigned field instructor, and archiving upon graduation.
• As requested by CSW faculty and staff,  generate reports and manipulate data in order to provide trends and patterns on field placements.
• Other duties as assigned.

Required

• Bachelor’s Degree
• 2 to 3 years’ related experience in coordination of multiple tasks and projects and collaboration with multiple staff
• Proficient skills with Word, PowerPoint, Excel 
• Ability to manage multiple tasks and timelines 
• Excellent oral and written communication skills
• Ability to handle sensitive and confidential information in an appropriate manner 
• Excellent skills with Adobe for document creation and editing
• Excellent skills in managing multiple software platforms
• Ability to have basic knowledge of how to navigate an affiliation agreement.
• Strong organizational skills including the ability to manage large data sets with accuracy.

Preferred

• Experience in higher education setting
• Management of databases
• Management and protection of private and sensitive information Development of documents and reports
• Senior Level Personnel Communication
• Experience with event planning and/or community engagement

Work Location, Compensation and Benefits

• Knoxville, TN
• Hybrid eligible
• UT market range: 05 
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

For best consideration, applicants should submit the materials below:

• Resume
• Cover letter expressing interest in role
• Three professional references

About The College of Social Work

The College of Social Work is committed to advancing the mission of the University of Tennessee, Knoxville, as the state’s flagship land-grant university: to provide a quality public education for the citizens of Tennessee and beyond through exemplary teaching, research, and service. The college provides a professional social work education program that prepares bachelor’s and master's-level students for social work practice and doctoral-level graduate students for social work research and academia.

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. 
UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory. 
The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.  
UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone. 
The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.  
Apply today and join the Tennessee Volunteer community!