Scheduled Hours
37.5
Position Summary
This position will coordinate the successful execution of the School of Public Health (SPH) student applied practice program, fundamentally supporting the Director and other applied practice faculty in the leadership of the program; interfacing with Field Instructors regarding affiliation, practicum recruitment, curriculum, issues and community engagement; coordinating initiatives, events, and activities that advance the student applied practice leadership internally and externally, as well as student support and participation, managing communications across multiple stakeholder platforms, streamlining and documenting processes for internal efficiencies and tracking, resolving field instructors’ and students’ issues; assessing program progress and enhancement, gathering and analyzing data, and producing reports. The position will also coordinate all administrative needs of the Director, Student Applied Practice. This position coordinates the daily operations of Student Applied Practice departmental projects. The position oversees, directs, and/or coordinates administrative, financial, personnel, and general business operations for the department and provides technical assistance and support to identify the needs and available resources related to the projects.
Job Description
Primary Duties & Responsibilities:
Coordinate Department Project Activities for the Student Applied Practice Program.
- Serve as the initial contact for the Student Applied Practice on matters related to practicum education and resolving or directing these questions to the appropriate parties for resolution.
- Serve as the initial contact in the Student Applied Practice for students, field faculty, and field instructors, as well as the liaison to SPH departments and centers.
- Practice Site Coordination
- Provide front/first-line support to Field Instructors. Utilizing a comprehensive tracking mechanism, process their applications, request affiliation agreements, , schedule small training session as needed, and issue CEHs.
- Ensure field instructor applications are complete, visible to relevant stakeholders and to follow up on incomplete submissions.
- Arrange Field Instructor Trainings.
- Student file system oversight and grading
- Manage processes to audit and record student practicum registration.
- Manage grading documents and provide oversight, ensuring grades are submitted to Registrar (or egrades) by deadlines.
- Coordinate Student Applied Practice team meetings. In this role, the Program Coordinator will organize and schedule meetings, prepare agendas, draft and distribute meeting minutes, and assign and track follow-up activities.
- Conduct research, including developing reports, queries, and student rosters benchmarking at peer and other academic institutions to understand program needs and best practices; develop benchmarking reports; propose and conduct programmatic assessments; perform analyses of programmatic goals and progress on outcome measures.
- Designs and oversees data retrieval procedures for data collection, performs preliminary data analyses, reports findings, and makes recommendations.
- Coordinate and administer activities of task forces and ad hoc committees, setting schedules and meeting times and helping with agendas.
- Coordinate with Field Faculty to develop policies and procedures and to maintain reports and information.
- Coordinate field instructor evaluation process.
Coordinate Related Curriculum, Events, and Programs Connected to the – SPH Advance of Student Applied Practice.
- Support and assist the Assistant Dean with planning and implementing practicum education programming in alignment with strategic and range long-term goals of the SPH.
- Manage, plan, and implement student applied practice events, such as meetings, practicum recruitment fairs, Field Instructor Appreciation Day, award ceremonies, and other on-campus events; including management of RSVPs, correspondence, mailing lists and communication; preparation and setup; coordinate logistics for visitors and guests, organizing air/ground travel and accommodations when needed, preparing visit itineraries, securing meeting space.
- Inform and support all communications efforts involving Student Applied Practice colleagues and constituencies, including program announcements, newsletters, and public relations/outreach materials to students and field instructors.
- Manage content on Student Applied Practice pages of the SPH website.
- Update all forms (print/electronic/Qualtrics forms), handbooks, petitions, and links annually and/or as information changes. Ensure all documents align for consistency among programs.
Provide Administrative Support to the Director, Student Applied Practice.
- For this role, duties can include:
- Draft and finalize correspondence, presentations, and reports.
- Ensures compliance with policies and procedures; participates in office planning; and supervises efficient operation of office in meeting external party needs.
- Manage the Director’s calendar.
- Manage the Student Applied Practice Program email account.
- Schedule meetings and prepare materials for daily appointments.
- Develop OFE filing system and maintain all electronic files.
- Develop student filing system, creating electronic folders for each cohort. Download student ELAs, timesheets, and portfolio products from Canvas and file in student folders.
- Coordinate travel, organizing ground/air travel, accommodations, preparing materials, completing expense reimbursements.
- Manage contact data for Student Applied Practice constituents in the SPH’s Handshake database and field education collaborative database.
- Train Applied Practice field faculty and field instructors on software programs and applications.
- Interview, train, schedule, supervise and evaluate performance of work study and/or office assistants.
- Create, budget, and reconcile line items (consumables) related to events, supplies, travel, conference and hotel reservations; organize ground/air travel, accommodations, completion of expense reimbursements including mileage; process payment requests for scholarship, travel, memberships and trainings.
- Collect, maintain and report field-related (including confidential) documentation and data from students and field professionals, function as liaison between Student Applied Practice and registrar; record and submit practicum grades; audit field-related requirements.
- Assist with developing and implementing the field education manual and maintain consistent contact with host organizations to ensure successful student placements.
- Provide administrative support for the Director, and other field faculty as needed.
Database Management
- Management and maintenance of student and field instructor information in OFE databases, i.e.,Handshake, Microsoft Office with emphasis on Excel, Qualtrics, , Webadvising, WorkDay, Canvas, Collaborative Database and all OFE webpage interfaces, and emerging software databases (Student Sunrise, etc.).
- Data entry, collection and summary writing, permanent and ad hoc reporting especially as related to student and field instructor files.
- Investigate and resolve data issues across applications; verify the accuracy of data through continuous audits.
- Collaborate with various departments in the design of programs, database/application development (including on-line, interactive documents, webpages.
- Oversight of electronic filing systems related to student records, field-related documentation, scholarships and evaluation.
Performs Other Duties as Assigned.
- Effectively and accurately monitors and communicates relevant project information to stakeholders, clients, senior management and project team. Provides status updates.
Working Conditions:
Job Location/Working Conditions
- Normal office environment.
- Ability to travel to various on- and off-campus locations
- Ability to work outside normal office hours as needed.
Physical Effort
- Typically sitting at a desk or table.
- Repetitive wrist, hand or finger movement.
Equipment
The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.
Required Qualifications
Education:
Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
Certifications:
No specific certification is required for this position.
Work Experience:
Program Development, Administrative Management Or Project Management (3 Years)
Skills:
Not Applicable
Driver's License:
A driver's license is not required for this position.
More About This Job
WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.
Preferred Qualifications
Education:
Master's degree
Certifications:
No additional certification beyond what is stated in the Required Qualifications section.
Work Experience:
No additional work experience beyond what is stated in the Required Qualifications section.
Skills:
Academic Writing, Administrative Process, Confidentiality, Data Analysis, Data Management, Deadline Management, Event Planning, Filing Systems, Interpersonal Communication, Microsoft Excel, Microsoft Office, Microsoft Outlook, Multicultural Environments, Office Management, Office Procedures, Oral Communications, Organizing, Public Health, Relationship Building, Social Work
Grade
G09
Salary Range
$45,600.00 - $75,300.00 / AnnuallyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
Questions
For frequently asked questions about the application process, please refer to our External Applicant FAQ.
Accommodation
If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Benefits Statement
Personal
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
Family
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/
EEO Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
