School of Social Work
University of Illinois at Urbana-Champaign
Located Onsite in Urbana, IL
Work with both BSW and MSW Field Education programs to manage and support an online field database and to oversee the Affiliation Agreement process from inception to completion. Additionally, as a representative of Field Education, work closely to organize and execute field events while providing direct support to multiple field faculty, students, and agencies.
Duties and Responsibilities Bachelor's degree. One (1) year of work experience in administrative support. Experience with database management. Proficient knowledge of Microsoft office suite. Excellent communication skills. Ability to multitask and triage. Ability to seek out information by asking clarifying questions. Team player. Excellent customer service skills. Ability to function in a high-stress environment. Ability to work in a professional office environment supporting individuals from varied socioeconomic, racial/ethnic, and linguistic backgrounds.
Internship Management
Database (SONIA) Administration
• Serve as the point person for Field (BSW
and MSW) as a hands-on administrator of SONIIA (a database/internship
management system). Serve as central SONIA Help Desk for all end-users both
internally and externally, assist in problem-solving, trouble-shooting, and
re-sets; be point lead to Sonia Tech Team for major fixes.
• Provides excellent customer service while
processing referrals from Field Education Team for all new user logins and
onboarding needs for students, field instructors, and site contacts.
• Maintains and manages system records for
sites, contacts, students, and field placements.
• Oversees creation and upkeep of forms,
evaluations, and program documentation.
• Manages homepage content, including
documents and resource links.
• Develops and manages cohort-based
placement groups, including organization of student placement structures.
• Coordinates placement assignments,
resources, and program materials (documents, templates, and links).
• Oversees internship forms, communication
processes, and program information across all placement groups.
• Streamlines operations through management
of workflows, timelines, and system settings.
• Maintains and implements new features in
SONIA as they become available.
• Assists in training field staff on new
updates and features.
• Generates reports utilizing SONIA data as
requested by department heads.
• Provides program development assistance.
• Provides assistance with accreditation
requirements.
• Engages in audits.
Contracts Administration
• Engages internship site in filling out
vendor forms to establish initial vendor relationship with U of I while
collecting relevant contact data.
• Utilizes Contract+ to fill out and submit
the first draft of the affiliation agreement.
• Manages all existing contracts to update
and make amendments based on the expiration date.
• For a UI-affiliated entity, initiate the
“Intra-University Memorandum of Understanding” as a template.
Field Office Tasks and
Projects – and General Office Support
• Collects and tracks proof of students’
purchase of professional liability insurance as required for Field.
• Receives individual electronic post-tests
for participants of Field Instructor Online Training (ad-hoc), create and
send 1:1 CEU certificates for credit hours by email; maintain copies in
i:drive.
• Receives field instructor requests for “U
of I Allied Organization Staff ID Card” as a benefit; maintains license and
submits requests to U of I Office of Corporate Relations for issuance;
communicates and fulfills by mailing Allied Card via postal service to
recipient.
• Makes travel arrangements as requested for
Field faculty (hotel, air, car, or UI carpool reservations) including any
processing of credit card authorizations. Purchase conference or event
registrations, membership renewals, book orders, and other items, using
T-Card or P-Card or by arrangements for journal transfer. Submit Travel Pre-
Approval details by person to business office. Processes charges with
receipts for payment in TEM system or P-Card log, and/or process mileage and
other reimbursements for Field faculty using TEM proxy.
• Prepares for and attends Field team or
hosted meetings (major or minor) as requested; orders catering or food
deliveries and purchases beverages; prepares document handouts, set up,
signage, name tags, and sign-in/registration, and clean up.
• Takes minutes at Field team meetings.
• Makes meeting room and parking space
reservations for Field faculty and their guests as requested.
• Manages daily email communications.
• Answers and manages incoming Field calls
in specific and central office calls in general as needed; transfers to
appropriate resource or scribe as an email message to inform.
• Welcomes walk-ins and manage inquiries.
• Proactively orders copy paper, toner
supplies, and maintains repair for the main office copier.
• Performs end-of-day duty to ensure all
School classroom overhead projectors are off and doors locked.
• Assists Academic Affairs team with Social
Work convocation ceremonies and other social work events.
• Assists with purchasing supplies and food
for events
Other duties as assigned.Minimum Qualifications (Specialty Factors)
Preferred Qualifications
Knowledge, Skills and Abilities
This is a 100% full-time Civil Service 5001 - Program Assistant position, appointed on a 12-month basis. The expected start date is as
soon as possible after the search posting closes. The collective
bargaining agreement sets a wage of $21.95/hour ($42,802.50 annually). This position is not eligible for any type of sponsorship for
work authorization.
This position will be expected to work at the
University of Illinois Urbana-Champaign campus on a full-time basis per the
University’s Workplace Flexibility policy.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx
Applications must be received by 6:00 pm (Central Time) on August 31, 2026 Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Upload your cover letter, resume, and names and
contact information for three professional references. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact SW-HR@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.
Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.
This position is intended to be eligible for benefits This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu
Requisition ID 1037751
Job Category Administrative Support
Apply at: https://jobs.illinois.edu
