Administrative Coordinator

Description:

Job Description Summary:

The Administrative Coordinator provides primary administrative and operational support to the Marriage and Family Therapy (MFT) Program Director. The coordinator anticipates program needs, organizes day-to-day activities, and supports admissions, student records, program reporting, and the administrative aspects of clinical site placement coordination. Support for other faculty is provided as directed by the Program Director and within established workload priorities.
The coordinator works under the direction of the Program Director, with increasing independence in routine administrative responsibilities as familiarity with the program develops. The Program Director provides guidance on priorities and procedures, and the coordinator seeks clarification and assistance as needed. The coordinator exercises discretion with sensitive information and consults the Program Director on matters requiring program approval or clinical judgment. The coordinator recommends improvements to administrative processes and implements approved changes.

Duties and Responsibilities:

Job Duties and Accountabilities

65% Program Director and Program Administrative Support

·        Handle routine telephone and email communication; respond to applicant inquiries and direct questions to appropriate personnel.

·        Open, identify, route, and respond to mail addressed to the program or Program Director as appropriate.

·        Maintain the Program Director’s calendar as requested. Maintain the master program schedule and calendar, including meetings, deadlines, and program activities.

·        Prepare routine memos, correspondence, supply requests, and forms with guidance as needed; prepare accreditation correspondence for the Program Director’s review.

·        Prepare meeting materials, record minutes, track action items, and follow up on completion at the Program Director’s direction.

·        Maintain accurate, organized program and student records, databases, and shared files with appropriate access and confidentiality.

·        Initiate course schedules and coordinate revisions with faculty input and the Program Director’s approval.

·        Process purchasing requests, reimbursements, and other financial paperwork; track expenditures and report discrepancies or budget concerns to the Program Director.

·        Compile information and maintain documentation for program assessment, accreditation, and institutional reporting; prepare draft materials for the Program Director’s review.

·        Coordinate orientation, program events, and student communications, including schedules, materials, facilities, and logistical arrangements.

·        Serve as an administrative liaison with admissions, the registrar, purchasing, facilities, and other university offices; refer students to appropriate resources.

·        Coordinate classroom and meeting space reservations, complete online room scheduling, and work with faculty and facilities personnel to resolve scheduling needs.

·        Coordinate purchasing and distribution of program supplies and equipment.

Program Administrative Support Continued

·        Initiate, plan, and coordinate administrative and extracurricular program activities at the Program Director’s direction.

·        Where applicable, assist the faculty member responsible for a program clinic with materials, parking arrangements, appointment communications, and administrative logistics.

·        Refer students to appropriate university resources for identified needs or concerns.

·        Compile information and statistics for program maintenance, growth, assessment, and accreditation reporting as directed by the Program Director.

15% Clinical Site Placement Administrative Support

·        Assist the Program Director with the administrative coordination of student practicum and internship placements, including placement timelines and communications.

·        Maintain a current directory of prospective and approved placement sites, site contacts, supervisors, and available placement opportunities.

·        Collect and organize site information, supervisor documentation, affiliation agreements, and student placement materials for review by the Program Director and appropriate university offices.

·        Track required paperwork, signatures, onboarding steps, agreement renewal dates, and placement deadlines; send reminders and flag incomplete items.

·        Coordinate placement information sessions, site meetings, interviews, and visits as directed; communicate approved processes and requirements to students and site contacts.

·        Maintain placement records and assist with tracking submission of clinical hours records, supervisor evaluations, and other required documentation.

·        Refer placement concerns, supervision questions, and clinical issues promptly to the Program Director. Site and supervisor approval, placement decisions, and clinical oversight remain with the Program Director or designated qualified faculty.

10% Admissions and Interview Coordination

·        Prepare interview forms and materials, invite qualified applicants identified by the Program Director or admissions personnel, and organize the applicant interview process under their direction.

·        Communicate with applicants about interview logistics and application steps; coordinate with the Office of Admissions and maintain accurate interview records.

·        Assist faculty search committees with interview scheduling, committee packets, candidate presentations, distribution of materials, room arrangements, and digital meetings as assigned by the Program Director.

10% Other Duties as Assigned

Complete related administrative projects and duties assigned by the Program Director, consistent with the position’s scope and part-time schedule.

Minimum Qualifications

Required: High school diploma or equivalent.
Preferred: Bachelor’s or Master’s degree; three years of administrative support experience involving independent work, multiple priorities, and confidential records. Experience in higher education or a clinical training program is desirable.

Skills and Abilities

·        Ability to carry out instructions, seek guidance when needed, and exercise initiative within established responsibilities.

·        Strong organization, attention to detail, and ability to manage competing deadlines and follow through with guidance from the Program Director.

·        Clear, professional written and verbal communication with students, applicants, site partners, and university personnel.

·        Sound judgment, discretion, and ability to maintain confidentiality and recognize when consultation is needed.

·        Strong typing and word processing skills; proficiency with Microsoft Word, Excel, Outlook, shared calendars, and virtual meeting tools; ability to learn databases and university systems.

·        Ability to maintain accurate records, prepare correspondence, track expenditures, and perform basic calculations.

Work Environment:

Office Location: Sacramento Campus – Onsite

• This is an onsite position based in Sacramento, CA, requiring regular in-office presence to support daily operations, collaboration, and student or team engagement.
• Work is performed primarily on campus in a dynamic academic environment, with direct interaction across multidisciplinary teams.

Mental/Physical Requirements:

Primarily office-based work using a computer and standard office equipment. Duties include making copies, filing and mailing documents, moving between campus locations for program activities, assisting with event setup and oversight, and exchanging information with faculty, staff, students, and the public. Occasional handling of office supplies and event materials may be required. Essential duties may be performed with or without reasonable accommodation.

Employee Status:

Regular

Exemption Status:

United States of America (Non-Exempt)

Time Type:

Part time

Job Shift:

Pay Range:

The anticipated hourly range for this non-exempt position is $32.00 – $35.00. The actual salary offered will be determined based on job-related factors, including relevant experience, qualifications, skills, and geographic location, as applicable.

Organization:

At Samuel Merritt University (SMU), we are dedicated to fostering a supportive, inclusive community committed to advancing healthcare through exceptional education, compassionate care, and community service. Known for our leading-edge programs in health sciences, SMU equips students and faculty with the knowledge and skills to make impactful contributions to health and wellness.

We are proud to be an equal opportunity employer. SMU welcomes applicants from all backgrounds and is committed to creating an inclusive workplace where anyone can thrive and reach their full potential.

Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.

Benefits

Samuel Merritt University offers a comprehensive benefits package that includes:

• Medical, dental, and vision insurance
• Mental health and wellness resources
• Education reimbursement
• Employee discounts through Marketplace
• Paid vacation, sick leave, and parental leave
• Nine paid holidays, plus a paid holiday break between Christmas and New Year’s Day
• Two floating holidays
• One paid Volunteer Work Day
• Five Education Leave Days

Important Notice: Beware of Fraudulent Job Offers

Samuel Merritt University has been made aware of individuals posing as SMU recruiters, particularly for remote positions. To help protect yourself, please keep the following in mind:

• All legitimate job openings are posted on the SMU Careers page and trusted job boards.
• We will never ask you to provide payment for equipment or submit sensitive personal information before completing the formal hiring process.
• Official offers of employment are issued through Workday, not by text message or informal email.

Please remain cautious and protect your personal information throughout your job search.

Notice to Recruitment Agencies

Samuel Merritt University does not accept unsolicited resumes from recruitment agencies. Please do not forward resumes to our job application email address, SMU employees, or any other university location.  Samuel Merritt University is not responsible for fees associated with unsolicited resumes or candidate submissions.