Program Assistant

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Position Summary:

Florida Atlantic University is seeking a Program Assistant - Boca Raton, FL.

Summary of Responsibilities:

• Responsible for communicating daily and effectively with the Director, carrying out special projects, maintaining and updating the Director's and School’s schedule of meetings and other administrative support to the Director as related to School of Social Work.

• Organizing materials for increasing visibility and community engagement for all School programs, certificates, and departments.

• Ensure mail delivery gets routed to faculty/staff and adjuncts. 

• Review and verify all submitted expenses, including receipts and travel itineraries, to facilitate timely reimbursement.

• Maintain organized records of travel expenses and reimbursements, providing regular updates and reports as needed.

• Serve as a point of contact for faculty inquiries regarding travel reimbursements, providing guidance and assistance throughout the process.

• Coordination of faculty and adjunct contracts and all related paperwork and notifications related to their hire including support for faculty and adjuncts.

• Work with various databases as they relate to field practicum education such as InPlace, Radius, Castlebranch, and Complio.

• Send out new and renewal contracts to agencies upon request.

• Facilitate the signing of contracts by forwarding them to the attorney/Provost.

• Enter signed contracts and data forms into InPlace and log details in a spreadsheet.

• Maintain a comprehensive spreadsheet of all new agency contracts sent out.

• Maintain a list of individuals interested in attending upcoming FIST training courses.

• Collaborate with field faculty to reserve dates for training sessions.

• Work with Program Analyst to set up Radius for registrations and manage participant sign-ups. Distribute FIST training announcements to relevant stakeholders.

• Provide unique codes for Castlebranch to students upon request.

• Submit reimbursements for students utilizing Complio for background screenings.

• Ensure students complete required liability paperwork before reimbursement.

• Create and process tuition waivers upon request.

• Assist with field applications, mid-terms, and final evaluations in InPlace.

• Troubleshoot access issues for users and coordinate with InPlace support as needed.

• Collaborate with the field coordinator and InPlace support on the development of new features.

• Attend training sessions and meetings with field faculty and InPlace support.

• Complete all required FDLE training.

• Coordinate with students to ensure completion of necessary liability paperwork prior to background screening reimbursement.

• Liaise with the FDLE contact person for audits conducted every few years. Verify the validity of documentation, including criminal background checks, drug tests, and vaccination records.

• Prepare and complete licensure letters upon request, maintaining a tracking spreadsheet for accountability.

• Distribute availability surveys each semester upon request and compile responses for field faculty review.

• Engage with alumni, manage outreach efforts, and facilitate communication to strengthen the school’s presence in the community.

• Manage email campaigns by tracking the number of emails sent, monitoring bounced or returned emails, and analyzing responses to determine how many alumni joined or opted not to join the network.

• Coordinate the application process for board positions by tracking the number of alumni who request applications and noting their positions of interest.

• Maintain a separate, updated list of contact information for all current alumni members to ensure effective communication and engagement.

• Collaborate with Director to create a welcome letter for new members, ensuring it aligns with our branding and messaging.

• Support for copier/fax/telecom, including all supplies, contracts, and troubleshooting.

• Submit work orders for maintenance/facilities/janitorial support and follow up to ensure request completion as needed.

• Provide support with SO-44 room reservations (reserve spaces through 25-Live, obtain room agreements, sign out room keys). 

• Process travel expense reimbursements for faculty, ensuring compliance with institutional policies and accuracy in documentation.

• Other administrative and operations duties as assigned.

The College of Social Work at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to thoughtfully engaging all communities in higher education. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the various internal and external communities that it serves.

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Minimum Qualifications:

High school diploma and four years of appropriate experience required. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Salary:

$16.43 per hour.

College or Department:

CSWCJ: Phyllis & Harvey Sandler School of Social Work

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m.

Application Deadline:

2025-01-01

Special Instructions to Applicant:

This position eligible for flex scheduling under the discretion of the supervisor.
VETERANS’ PREFERENCE:
Applicants may claim Veterans’ Preference on their application. The applicant claiming preference is responsible for providing required documentation at the time of making an application in Workday for a vacant position, or prior to the closing date of the vacancy announcement. If an applicant qualifies for Veterans' Preference and the SP position, they are shown preference by the guarantee of an interview. Veterans’ Preference does not guarantee a job. For additional information, please visit https://www.fau.edu/jobs/resources/veterans/. For assistance, please contact Recruitment Services at [email protected].
APPLICATION DOCUMENTS REQUIRED:
Resume
OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.
PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.
REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email [email protected] or call the Office of Civil Rights and Title IX at (561) 297-3004.
As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities.