Program Assistant, Behavioral Health (Part-Time)

Job Description:

Reports To: Evelyn Bilias-Lolis, Dean, SEHD (Current Supervisor: Michelle Pagnotta, Asst Dean)

Status: Part-Time, 19 hours per week

Preferred Candidate: Internal applicants are encouraged to apply.

Position Summary

The Program Assistant provides comprehensive administrative support to graduate Behavioral Health programs of Social Work and Counseling. This position serves as a key resource for students, faculty, and program leadership by coordinating administrative processes, supporting accreditation efforts, maintaining program records, and assisting with student success initiatives from admissions through graduation. The successful candidate is highly organized, detail-oriented, self-directed, and able to manage multiple priorities in a collaborative academic environment.

Essential Duties and Responsibilities

Student Support and Program Coordination

·       Monitor student success plans and academic probation processes in collaboration with Program Directors.

·       Support Program Directors in coordinating administrative processes throughout the student lifecycle, including admissions, enrollment, progression, and graduation.

·       Respond to program information emails and answer routine student questions regarding program procedures, deadlines, and logistics.

·       Coordinate Master of Social Work (MSW) Residency logistics and communications.

Accreditation and Data Management

·       Support ongoing accreditation compliance by collecting, organizing, and maintaining program data as directed by Program Directors, Department Chairs, and the CACREP Liaison.

·       Compile reports and maintain documentation required for accreditation reviews, annual assessments, and continuous program improvement.

·       Maintain accurate electronic databases and records while ensuring confidentiality of student information.

Clinical Education Support

·       Provide administrative support to Clinical Directors for practicum and internship processes.

·       Track student internship documentation and requirements.

·       Compile and organize practicum application materials and related data for Counseling.

·       Complete additional administrative tasks related to clinical education as assigned.

Meetings and Communication

·       Attend program meetings and prepare accurate meeting agendas and minutes.

·       Distribute meeting minutes and maintain meeting records.

·       Facilitate communication among faculty, staff, students, and external partners as appropriate.

Alumni Relations and Assessment

·       Maintain and update the alumni database.

·       Coordinate alumni surveys and assist with collecting graduate outcome data.

·       Prepare alumni data reports to support accreditation and program assessment initiatives.

General Administrative Support

·       Provide administrative assistance to Program Directors, Department Chairs, and faculty as assigned.

·       Maintain organized electronic and physical files.

·       Assist with special projects and other departmental initiatives.

·       Perform other duties as assigned to support the effective operation of the Behavioral Health programs.

Required Qualifications

·       Bachelor’s degree or 3 years equivalent administrative experience required.

·       Proficiency with Microsoft 365, including Word, Excel, Outlook, and Teams.

·       Experience using spreadsheets, Microsoft Excel, Microsoft Word, and Google Workspace applications.

·       Excellent organizational skills and attention to detail.

·       Strong written and verbal communication skills.

·       Ability to manage multiple projects simultaneously and prioritize competing deadlines.

·       Demonstrated ability to work independently while contributing effectively as a member of a team.

·       Commitment to maintaining confidentiality and professionalism.

Preferred Qualifications

·       Previous administrative experience in higher education or an academic setting.

·       Experience supporting graduate programs, accreditation activities, or student services.

·       Familiarity with student information systems and database management.

Knowledge, Skills, and Abilities

·       Exceptional organizational and time-management skills.

·       Strong customer service and interpersonal communication skills.

·       Detail-oriented with excellent follow-through.

·       Self-directed and proactive in identifying and completing tasks.

·       Flexible and adaptable in a dynamic academic environment.

·       Ability to collaborate effectively with faculty, staff, students, and external stakeholders.

Work Schedule

·       Part-time, 19 hours per week.

·       Opportunity for some evening hours to support program activities and events.

Category:

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate. 
 

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a Resume/CV. You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying.

Faculty Positions: If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description.

Staff positions: If you need to upload more than 5 documents, please either combine them to upload or email them to hr@fairfield.edu