Academic Program Services Specialist

Screen reader users may encounter difficulty with this site. For assistance with applying, please contact [email protected] . If you have questions while submitting an application, please review these frequently asked questions .

Current Employees and Students:
If you are currently employed or enrolled as a student at The Ohio State University, please log in to Workday to use the internal application process.

Welcome to The Ohio State University's career site.  We invite you to apply to positions of interest. In order to ensure your application is complete, you must complete the following:

• Ensure you have all necessary documents available when starting the application process. You can review the additional job description section on postings for documents that may be required.
• Prior to submitting your application, please review and update (if necessary) the information in your candidate profile as it will transfer to your application. 

Job Title:
Academic Program Services Specialist

Department:
Social Work | Student Affairs

The Academic Program Services Specialist 2 will serve as the primary point of contact for field data management including, but not limited to, field practicum database access and maintenance, data management needs for student, liaison, faculty and staff, and agency related reports. Prepares initial data for accreditation, faculty data requests, and quality improvement data from Field Practicum database. Coordinates all field instruction trainings online & in person, supports annual field education breakfast, and annual field placement/education fair in conjunction with other College of Social Work (CSW) personnel.  Updates field manual and maintains Human Rights Activities (HRA) and other general field communications. Works directly with Marketing and Communications team to ensure website is up to date. Coordinates & attends field related meetings, documents meeting minutes, assists field education administration and staff as needed, represents field at general CSW and community events in conjunction with other field staff as needed. Responsible for supporting CSW field email account and general phone number. Supports agency development process, problem solves agency and field instructor database issues.    

The Academic Program Services Specialist 2 will have primary responsibility for managing the Field Practicum database which includes regularly reviewing database access of agencies, field instructors, liaisons and other individuals; generating, and compiling reporting for Council on Social Work Education (CSWE) data, field satisfaction evaluations of agency, field instructor and liaison; preparing requests for agency information related to areas of research; inputting all new agency information, and coordinating and preparing new agency communications for approval by director and/or assistant director of field; adding all field forms batches for each incoming class of students, inputting liaison and co-instruction assignment.  Assists in informing database updates and improvements; answers questions and assists students and agencies in database trouble shooting.  

Assists the Office of Field Education administration and staff in scheduling/coordinating and minute-taking in field related meetings including Field Advisory meeting, field debriefs, contract staff trainings and other field related meetings with both internal and external partners. Consistently monitors the CSW field email and phones; sends all general field education communications regarding important field education dates; supports the Office of Field Education in maintaining and updating the field manual, Human Rights Activities, Field Calendar, and requesting annual liability insurance update. General maintenance of field section of CSW website. 

Coordinates field instruction training (FIT), which includes scheduling, promoting FIT, preparing materials, communicating with participants, processing continuing education units (CEUs), and completing participant audits for in-person and distance learning FITs.

Maintains calendar and schedules meetings for the Director and Assistant Director of Field Education. Creates, maintains, and regularly updates calendar for CSW Field.  

Serves as back-up to other administrative associates in the College of Social Work and other duties as assigned. 

• The field Administrative Associate will have primary responsibility for managing the Field Practicum database which includes regularly reviewing database access of agencies, field instructors, liaisons and other individuals; generating, and compiling reporting for CSWE data, field satisfaction evaluations of agency, field instructor and liaison; preparing requests for agency information related to areas of research; inputting all new agency information, and coordinating and preparing new agency communications for approval by director and/or assistant director of field; adding all field forms batches for each incoming class of students, inputting liaison and co-instruction assignment.  Assists in informing database updates and improvements; answers questions and assists students and agencies in database trouble shooting.      
• Assists the Office of Field Education administration and staff in scheduling/coordinating and minute-taking in field related meetings including Field Advisory meeting, field debriefs, contract staff trainings and other field related meetings with both internal and external partners. Consistently monitors the CSW field email and phones; sends all general field education communications regarding important field education dates; supports the Office of Field Education in maintaining and updating the field manual, Human Rights Activities, Field Calendar, and requesting annual liability insurance update. General maintenance of field section of CSW website    
• Coordinates field instruction training (FIT), which includes scheduling, promoting FIT, preparing materials, communicating with participants, processing CEUs, and completing participant audits for in-person and distance learning FITs.
• Calendar and Scheduling. Maintains calendar and schedules meetings for the Director and Assistant Director of Field Education. Creates, maintains, and regularly updates calendar for CSW Field.  
• Serves as back-up to other administrative associates in the College of Social Work and other duties as assigned. 

Required Qualifications

Bachelor's degree or equivalent experience. 2 years of relevant experience required.

Proficient in the use of Microsoft Office Excel and Word programs; excellent customer service and organization skills; strong oral and written communication skills.

Desired Qualifications

2-4 years of relevant experience preferred. Two years’ work experience in an administrative capacity; experience working with a variety of software applications; experience working in an academic setting. 

The target hiring range is $ 22.16 -$ 29.54 per hour.  The actual salary will fall within this range based on the candidate’s qualifications, internal equity, and the unit’s available budget.

Additional Information:

Location:
Stillman Hall (0084)

Position Type:
Regular

Scheduled Hours:
40

Shift:
First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions .

The Ohio State University is an equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, gender identity or expression, genetic information, HIV/AIDS status, military status, national origin, race, religion, sex, gender, sexual orientation, pregnancy, protected veteran status, or any other basis under the law.

Applicants are encouraged to complete and submit the Equal Employment Identification form.