Program Assistant - Florida Atlantic University

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Note: Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.






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.





FAU Benefits and Perks


If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

+ Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

+ State retirement options including tax-deferred annuities and Roth 403(b) plans.

+ State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

+ Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php

+ Sick Leave Pool Program

+ Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).

+ Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf

+ Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).






For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php





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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 empl@fau.edu.



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 accommodate@fau.edu 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.


Florida Atlantic University is where your future begins.




With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, Florida Atlantic University is pushing the boundaries of higher education. At FAU, the faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art and technology in all disciplines. Student success, excellence and community engagement are some of our highest values as a university. These values are prominent throughout FAU's community and are essential to the employee experience. FAU is committed to the principles of engaged teaching, research and service, and reflects this commitment as a key Platform in its 2015 - 2025 Strategic Plan. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes. All persons aspiring to achieve excellence in the practice of these principles are encouraged to apply.




To learn more about the vision and mission of FAU, please visit: www.fau.edu




In order to be considered for a position, you must apply through this job website. For more information on how to apply for a position, please review the applicable Applicant Tutorial (http://fau.edu/jobs/applicant-resources/) . To contact Recruitment Services, send an e-mail to jobs@fau.edu.




Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.




Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.




Clery Act Information (https://www.fau.edu/police/clery.php)




Florida Statute 1010.35 - Screening Foreign Researchers


Pursuant to Florida law, any applicant or student seeking employment in a research or research-related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.

Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.