Field Education Program Assistant, School of Social Work

Field Education Program Assistant

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