Administrative Support Coordinator

This position’s responsibilities are carried out under general supervision. This position will support the office of Field Services in collaboration with Field Work Coordinators. The incumbent is responsible for coordinating the clerical and administrative support functions of an academic or administrative office and performing complex administrative support duties of an operational and procedural nature. Responsibilities include coordinating office workflow, maintaining office procedures, tracking and compiling budget and operational data, preparing reports and correspondence, interpreting and applying established policies, and serving as a primary administrative contact for the unit. The position exercises independent judgment in prioritizing work and resolving routine operational issues.

• Coordinate and maintain program Placement Lists; ensure complete and accurate candidate data; follow up on missing information. 
• Coordinate confirmation of intern placements with Department Chair and Credential Services; monitor Intern Credential paperwork and MOUs across the six-county region. 
• Coordinate the student teaching application cycle, including updating forms, tracking submissions, and communicating deadlines, clear candidates, and enroll cleared students in appropriate clinical courses before census. 
• Communicate placement information to stakeholders and coordinate changes; resolve routine issues and escalate complex matters as appropriate (coordinators, supervisors, cooperating teachers, candidates) of placements; manage changes and resolve placement issues through coordinated meetings. 
• Track fieldwork progress and Clinical Practice Packets; maintain documentation of observations, evaluations, and student concerns. 
• Track cooperating teacher documentation for compliance with established requirements (e.g., CCTC documentation) and maintain master records. 
• Review end-of-semester evaluations; escalate concerns as appropriate and provide program-completer lists to Credential Services. 
• Identify and refer student or policy-related issues to appropriate offices; assist with resolution strategies.
• Provide administrative coordination for recruitment and onboarding of university supervisors, including application tracking, interviews, HR processing, and database updates. 
• Prepare and maintain semester Workload Lists based on established guidelines; submit data for processing in PicWeb/PeopleSoft. 
• Coordinate supervisor assignments to clinical practice course sections in consultation with appropriate administrators, including repeat-only sections as needed. 
• Review and reconcile accuracy and alignment across PeopleSoft, Placement Lists, Workload Lists, and shared tracking systems. 
• Enroll candidates into assigned supervisor sections and audit course rosters for registration accuracy. 
• Track supervisor workload assignments and identify discrepancies for review each semester. 
• Distribute grade memos; audit grade rosters and send reminders to ensure timely submission of grades and Clinical Practice Paperwork.
• Maintain comprehensive data entry and records across FileMaker Pro, PeopleSoft, Excel, Remind, and shared systems. 
• Compile placement logs, survey results, and requested reports, including Title II and other CCTC-required reporting. 
• Update and administer semester program surveys; coordinate timelines with relevant stakeholders. 
• Maintain and post updated Clinical Practice Handbooks and evaluation forms. 
• Monitor clinical-related expenditures and assist with budget tracking as needed. 
• Review Selection and Review petitions and provide administrative input based on established guidelines; provide field-related input and participate in committee meetings. 
• Engage in ongoing professional development to remain current with CCTC standards and credential program requirements.
• Provide direct operational support to the Placement Coordinator and field placement program coordinators. 
• Coordinate orientations, supervisor meetings, trainings, workshops, and advising sessions (including Stockton campus). 
• Collaborate with faculty, credential analysts, procurement, contract services, district/site administrators, and campus partners. 
• Communicate procedural updates and support implementation in accordance with established direction; provide related training to stu