Saint Mary's University of Minnesota is seeking candidates who are eager to contribute to its Lasallian Catholic mission of awakening, nurturing, and empowering learners to ethical lives of service and leadership. We invite individuals to help transform lives through education, inspired by the Catholic Intellectual Tradition’s quest to understand the human experience through faith and reason and its embrace of all who are dedicated to learning from one another through authentic conversations in search of the truth. We are especially interested in and give preference to candidates who demonstrate a vision to create and nurture initiatives that will advance our mission within the scope of their duties and who will foster a culture of dialogue that, with respect for all people, supports the search for meaning and purpose in pursuit of excellence.

Job Summary

The Program Assistant  provides a number of administrative services to program leadership, academic faculty, clinical faculty, students, and graduates of the M.A. in Marriage and Family Therapy (MFT) program. The overall role of the Program Assistant is to collaborate on program management, planning, development, and achievement of program goals and student matriculation. The Program Assistant acts as an administrative liaison and first point of contact for the department which plays a key role in serving the needs of prospective students, current students, alumni, faculty, university administrators, and other stakeholders across the university and external communities

Salary Range: $22 - $25.5/hour.

Main Duties & Responsibilities

• Program Administrative Tasks

  • Provide support for program administration, including management of degree program operations, data coordination for specialty accreditation, assistance with faculty coordination, student communications, registration, event planning, and social media. 
  • Assist in maintenance of student and graduate records, both academic and clinical. 
  • Assist in program review and Commission on Accreditation of Marriage and Family Therapy Education (COAMFTE) accreditation related activities including coordinating data collection, reporting, collecting, formatting, and proofreading of self-study materials.
  • Coordinate payments related to faculty, guest speakers, subscription-based technology systems, and accreditors. Ensure that all expenses are processed in an accurate and timely manner.
  • Assist with external program level communications, such as the Minnesota Board of Marriage and Family Therapy, American Association for Marriage and Family Therapy (AAMFT), the Minnesota Association of Marriage and Family Therapy (MAMFT), various practicum sites and supervisors, and MFT program graduates.
  • Provide administrative support that includes calendar scheduling, recording meeting minutes, document management, filing, syllabi review and archiving, and other administrative duties.
  • Assist in the coordination of new student application interviews, including scheduling interviews with Program Directors, new student applicants, faculty, and MFT student volunteers.
  • Collaborate with program directors, instructors, and Registrar team on development of course and teaching schedules.
  • Develop and maintain MFT Student Canvas and Faculty Pages to distribute relevant information to students and faculty.
  • Coordination of mass registration by cohort with the Registrar’s office for all MFT core classes. Assist in registration of additional coursework as needed.
  • Assist in coordination and tracking of final capstone paper advisor approvals, submissions, and oral examinations (including faculty oral examination payments). This also includes assisting in the process of finalizing student graduation requirements upon completion of program and practicum requirements. 
  • Assist Clinical Director with tracking student progress (including clinical hours, forms, and evaluations) during clinical practicum year utilizing Time2Track software, and collecting and maintaining an accurate database of clinical sites, supervisors, and accompanying documentation. 

• University Service

  • Participate in school and university celebrations including commencements, convocations, and campus events.
  • Participate in university initiatives as assigned.

Experience and Education Requirements

• Bachelor’s degree required.
• At least two years of experience in the office, administrative, or customer service field required. 
• Experience in a healthcare-related field is preferred, but not required.

Essential Knowledge & Skills

• Serves and protects the program by adhering to professional standards; facility policies and procedures; and federal, state, and local requirements
• Self-direction and ability to work with minimal supervision
• Team orientation/collaboration, both as a leader and a follower
• Effective time management
• Technology literacy in the use of databases, online learning platforms, email, shared files
• Learning agility/resourcefulness to find information/solve problems
• Effective writing skills.

Physical Demands

• Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Physical Hazards – Health and Safety Concerns

• General office environments
• Ergonomics

Apply online at https://www.smumn.edu/about/offices-services/human-resources/employment-opportunities/ and include a cover letter, resume, and contact information for three professional references.

Saint Mary’s University of Minnesota believes inclusion and human dignity contributes to a robust academic and work environment and is critical to achieving the University's mission in an increasingly diverse society. Individuals with expertise and diverse skills from underrepresented groups are especially encouraged to apply. Saint Mary’s University of Minnesota is an equal opportunity/affirmative action employer. The successful candidate must support, respect, and advance the mission of Saint Mary's University as a Lasallian Catholic institution.

Saint Mary’s offers a comprehensive benefit package including health, dental, vision, life and disability insurance, flexible spending, retirement pension plan, and both undergraduate and graduate tuition remission plans.

All offers of employment are contingent upon the successful completion of a criminal background check.