Office Associate, School of Health and Social Services

Western Kentucky University (WKU) is a student-centered, applied-research institution committed to providing its students with a transformative academic and social experience and to elevating its surrounding communities. Founded in 1906, WKU is the third largest public four-year institution in the Commonwealth of Kentucky with approximately 16,293 students and nearly 2,612 faculty and staff employees. Western Kentucky University is committed to empowering its campus community.

At the heart of our mission, we seek to provide holistic education and employment experiences that prepare students, faculty, and staff to become effective scholars, contributors, and leaders in our ever-evolving communities. Located 65 miles north of Nashville, TN, and just over 100 miles south of Louisville, KY, WKU's main campus is in Bowling Green, KY - a city with approximately 70,000 residents.

Our population is ethnically diverse, with more than 85 languages spoken in and around Bowling Green, and people from 35 nationalities call our community home. Western Kentucky University seeks to attract talented faculty and staff who are inspired individually to contribute to WKU's strategic plans and ongoing success. We offer comprehensive wellness and health benefits to employees and their families, including domestic partners and other qualified dependents and take pride in providing a workplace culture that supports balancing the responsibilities of work and family life.

Paid-time off for holidays, vacation and sick leave, and a tuition discount program for employees and dependents are also provided. Learn more about WKU and Bowling Green /about .

The Office Associate position performs a variety of administrative and clerical duties that may require a higher level of degree of initiative, accuracy, judgement and knowledge as necessary to support the administrative operations of an academic department/unit.

Assists with Field Program

• Database management including creating, inputting, updating, and reporting on student practicum placements.
• Operate, maintain and provide support to students and faculty regarding field software program (required software program for all BSW & MSW students entering field)
• Utilizing Top Net to clear field students for classes
• Manages field email inbox and phone communication with students, faculty, and community partners
• Creating, maintaining, and electronically filing student records including all field related information (Field Application, required documents, proof of insurance, etc).
• Creating, maintaining, and electronically filing Field Instructor records (Field Instructor Application, copy of resume, copy of social work license, proof of master's degree).
• Maintains all administrative filing (including electronic records) to accurately document various activities within the field program including policies and procedures updates, student handbook updates, etc.
• Assists the field program directors and department head with specific assignments and special projects
• Coordinate and maintain field program appointment calendars and schedule meeting rooms as needed
• Manage annual field program events (orientations, field instructor trainings and forums, student and field instructor awards, etc.)
• Maintains and reports accreditation data for the field program
• Maintains field program website
• Maintains and updates various electronic program forms as needed
• Performs a variety of secretarial duties to include word processing, spreadsheets & database management, as well as record keeping, filing, copying, emailing etc.
  • Answers the phones, takes messages & directs phone calls to the appropriate individuals.
  • Assists the Department Head, directors & faculty with specific assignments & special projects.
• Provides excellent customer service to all internal & external constituents.
• Helps manage BSW & MSW email
• Creating, maintaining, and electronically filing student records starting from admission to graduation
• Maintains all administrative filing (including electronic records) to accurately document various activities within the department, policies and procedures updates, student handbook updates, etc.
  • Maintains & updates various electronic forms as needed.
  • Prepares documents using Microsoft Office Suite
  • Assists the program coordinator and field director with specific assignments and special projects

• Assists with…