Field Education Program Assistant, School of Social Work

School of Social Work

University of Illinois at Urbana-Champaign

Located Onsite in Urbana IL

Job Summary
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 work closely to organize and execute field events while providing direct support to multiple field faculty students and agencies.

Duties and Responsibilities
Internship Management Database (SONIA) Administration
Serve 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.
Maintains and manages system records for sites contacts students and field placements.
Oversees creation and upkeep of forms evaluations and program documentation.
Manages homepage content including documents and resource links.
Develops and manages cohort-based placement groups including organization of student placement structures.
Coordinates placement assignments resources and program materials (documents templates and links).
Oversees internship forms communication processes and program information across all placement groups.
Streamlines operations through management of workflows timelines and system settings.
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.
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 U of I 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 U of I Allied Organization Staff ID Card as a benefit maintains license and submits requests to U of I 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.

Bachelors degree. One (1) year of work experience in administrative support.

Experience with database management.

Proficient knowledge of Microsoft office suite. Excellent communication skills. Ability to multitask and triage. Ability to seek out information by asking clarifying questions. Team player. Excellent customer service skills. Ability to function in a high-stress environment. Ability to work in a professional office environment supporting individuals from varied socioeconomic racial/ethnic and linguistic backgrounds.

This is a 100% full-time Civil Service 5001 - Program Assistant position appointed on a 12-month expected start date is assoon as possible after the search posting closes. The collectivebargaining agreement sets a wage of $21.95/hour ($42802.50 annually). This position is not eligible for any type of sponsorship forwork authorization.

This position will be expected to work at theUniversity of Illinois Urbana-Champaign campus on a full-time basis per theUniversitys Workplace Flexibility policy.

For more information on Civil Service classifications please visit the SUCSS web site at Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on August 31 2026. Apply for this position using the Apply Now button at the top or bottom of this order to be considered as a transfer candidate you must apply for this position. Upload your cover letter resume and names andcontact information for three professional references. Applications not submitted through will not be considered. If required by the position transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position please contact For questions regarding the application process please contact .

At the University of Illinois Urbana-Champaign the states flagship public university and one of the worlds leading research institutions every staff member helps shape whats next. Founded in 1867 Illinois is home to a vibrant community of 59000 students from all 50 states and 129 countries supported by 15 colleges and instructional units more than 20 research institutes and one of the most comprehensive student service ecosystems in the nation. Whether youre empowering first-generation students fueling breakthrough innovation or strengthening communities across Illinois and beyond your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being growth and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence where the Illinois Value Proposition ensures that your contributions are recognized your potential is nurtured and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health Dental Vision Life Insurance a Retirement Plan Paid time Off and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer including but not limited to disability and/or veteran status and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks sexual harassment/misconduct disclosures and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy childbirth and related conditions or religion. Requests may be submitted through the reasonable accommodation portal or by contacting the Office for Access & Equity at option #1 or .

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Job Category: Administrative Support
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