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Field Program Coordinator and Administrative Support Specialist (7397U) - 59507

Field Program Coordinator and Administrative Support Specialist (7397U) - 59507 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit

Departmental Overview

Located within the world's finest public university and one of the most diverse regions in the nation, the UC Berkeley School of Social Welfare strives to transform the systems that perpetuate poverty and social disadvantage.

Berkeley Social Welfare develops effective leaders and scholars committed to solving complex social problems; produces, disseminates and utilizes research to improve social-service delivery and policy through critical thinking and evidence- based knowledge; and prepares the next generation of culturally-competent social workers, researchers and teachers dedicated to serving the most vulnerable members of our society.

The Field Education Program serves over 200 MSW students and has regular interface with over 150 agencies at any given time. MSW students engage in part-time internships in a range of public settings, including but not limited to public schools, hospitals, non-profit agencies, and mental health clinics. These internships require both student, faculty and staff awareness of, and adherence to, university policies and regulations, agency policies and regulations and social work professional regulations.

This position directly supports the Field Education Program within the School of Social Welfare with database management, program planning, development, and administration. The role will assist the Academic Coordinator and other School of Social Welfare Leadership to ensure quality assurance and adherence to national accreditation guidelines as set forth by the Council on Social Work Education, as well as Berkeley Social Welfare program policies that guide students in their field placements and provide agencies with clear guidelines for supporting the professional competencies of their MSW student interns.

This role works under the direction of the Academic Coordinator and collaboratively with the Dean's Office to manage program resources, conduct analytical studies of moderate scope and complexity to address a variety of policy and procedural issues. For example, this role will be required to maintain secure systems for efficient collection of student health clearances, student placement data and other programmatic areas.

The Practicum (Field) Education Program provides training, support, education and regulatory duties in interfacing with both agency partners and registered students. This role supports the field education program which includes managing business partnerships between the university and each internship site, managing the online interface and communications related to student internship search/matching and confirmation processes, learning contracts between individual students, agency supervisors and the university, and student evaluations at mid and year- end. The role also involves managing and responding to sensitive onboarding data that includes, but is not limited to Protected Health Information (PHI), driving record/history and criminal background checks. Given the number of student and agency partnerships, the program needs astute and accurate data management, efficient processing, and excellent customer service. The role has a public-facing component that involves arranging, hosting and managing university-sponsored trainings and events, as well as a more inwardly-facing role where data entry, data management and quality assurance in areas of program policy are required.

Application Review Date

The First Review Date for this job is: 10/05/2023.


Applies professional concepts to perform analysis of data and systems pertaining to moderately complex projects, policies and/or processes and functions.
  • Supports field education operations by maintaining accurate, confidential, secure, and timely data within multiple data management systems.
  • With guidance of the Academic Coordinator, ensures consistency and quality assurance in accordance with national accrediting body, Council on Social Work Education when engaging with and maintaining policies, projects and issues in support of program operations.
  • Provides regular, ongoing technical support and training for database issues that student, agency partners and/or school representatives encounter.
  • Resolves procedural and technical issues in the context of department policies and procedures with a customer-service mindset.
  • Ensures proper database permissions and access for field instructors, field faculty, students, advisors, administrators, and academic coordinator and security roles and data storage aligns with UC data protection requirements.
  • Identifies, proposes, and executes business process improvement projects taking in business practice and technical considerations.
  • Maintains, and makes recommendations to improve systems that leverage existing tools to improve program processes (e.g, coordination of student health clearance requirements by partner agencies, accurately tracking affiliation agreements, communication with agencies and with Business Contracts).
  • Helps establish standards, guidelines and best practices for database deliverables, and program processes.
  • Proactively forecasts and suggests viable solutions to improve likely challenges associated with the day to day operations of the Field Education Program.

Gathers and assembles analytical and factual data on assigned problems and issues to prepare reports and/or analyses summarizing information on the assigned issues and commenting on other significance for internal department constituents.
  • Prepares student placement, agency contact, student competency, and other reports for field faculty, academic coordinator, and other administrators. Identifies trends and forecasts needs and further analysis needed based on reports.
  • Performs analytical studies on a variety of policies, research initiatives, programs and issues
  • Provides recommendations and guidelines involving programs initiatives.

Prepares, edits and modifies documents including research reports, manuscripts, presentations and proposals.
  • Manages Field Education's affiliation agreements with multiple agencies: tracks agreement expiration dates as well as communication with agency contacts and UC Berkeley's Business Contracts Office staff; identifies and elevates risks to Academic Coordinator and Dean's Office.
  • Negotiates affiliation agreements with partner agencies that clearly outline the degree of liability for UCB and the agency, in a manner consistent with UC Berkeley's risk management objectives.

Provides a variety of efficient support for both internal and external stakeholders to their unit to achieve smooth operation of the Field Education program, including:
  • Serves as the first point of email, and /or in person contact for students, faculty, staff, and the public regarding the Field Education Program and associated instructional programs (e.g. Child Welfare Scholars, Integrated Behavioral Health, Public Behavioral Health, Pupil Personnel Services Credential and others that may arise).
  • Coordinates logistical aspects of field-related events (e.g. Monthly Recruitment Sessions, Field Instructor Training, Advanced Field Instruction and Clinical Supervision Training, Skills Workshops, Placement Process Events, and Career Fairs). This includes securing appropriate venues (including in-person and online events), food, and documentation of participant information for continuing education units.
  • Coordinates logistical aspects of student selection/application processes for program's instructional programs (i.e. Child Welfare Scholars, Integrated Behavioral Health, Public Behavioral Health, Pupil Personnel Services Credential). This includes the distribution and collection of student service agreements and other required documentation for instructional grant programs. Coordinates collection of student default payments and communications related to students entering repayment programs and alerts Dean's Office financial roles. Participates in instructional grant team/funder/stipend program calls and meetings as needed, and other tasks as necessary to support instructional grant program administration.
  • Coordinates the renewal process for the School of Social Welfare's general and professional liability insurance policies

Participates in policy and program planning and development for progress toward the goals and sustainability of the Field Education Program.

Provides a variety of administrative duties in support of identifying appropriate student matches for instructional grant/stipend programs, career and professional development programming.
  • Collaborates with Field Education, Student Services, related Dean's Office staff, and the campus Career Center to provide administrative support in the planning and implementation of career development programming, expanding opportunities for skill- building, mentorship, research, and experiential learning.
  • Conducts assessments of learning, continuing education, and professional development needs of current students and the social work practice community.

Other duties as assigned.

Required Qualifications
  • Working knowledge of common organization- or research-specific and other computer application programs.
  • Excellent communication, service orientation, interpersonal and problem-solving skills, with demonstrated active listening skills and an ability to communicate effectively with all levels of staff, both verbally and in writing.
  • Proficient in ability to use discretion and maintain all confidentiality.
  • Demonstrates ability to use sound judgment in responding to issues and concerns.
  • Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
  • Proficient in ability to multi-task with demanding timeframes.
  • Working knowledge of applicable policy analysis techniques.
  • Must demonstrate proficiency with Google Suite (email, calendar, docs, sheets, forms, etc.) and Microsoft Office Suite, especially Word and Excel.
  • Must demonstrate ability to identify measures of system/process performance and the actions to improve performance through application/process configuration and programming techniques.
  • Excellent organizational skills with a demonstrated ability to identify opportunities for system, process and performance optimization.
  • Absolute reliability to meet and communicate about deadlines.
  • Able to travel up to 5% time and work occasional evenings/weekends for special events.
  • Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications
  • Thorough knowledge of University and departmental rules and regulations, processes.

Salary & Benefits

This is a 12-month, full-time (40 hours/week), contract appointment, eligible for UC benefits with the possibility of extension with continued funding. This is a non-exempt, hourly paid position.

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted salary or hourly range that the University reasonably expects to pay for this position is $28.74 - $35.92.

How to Apply
  • To apply, please submit your resume and cover letter.

Other Information
  • This is not a visa opportunity.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.

To apply, visit

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