Katrina Halstead

•Independently provide field administrative coordinator support to the Field Director, Department Chair, Faculty, and Students.

•Work in conjunction with Field Director to resolve student and faculty related academic issues related to field education.

•Maintain confidential files (hard copy and electronic/database).

•Assist faculty with managing activities related to field education.

•Access student field information, obtain transcripts, grade records, process "change of grade" incompletes, and lift advising and probation holds as needed related to field education.

•Oversee department website and field documents (field manual, field application, employer-based placement proposal, etc.) for accuracy related to field education.

•Under general direction draft and compose clear, concise correspondence, event advertise ad hoc reports related to field education activities.

•Coordinate scheduling of field meetings; take minutes at select field meetings. Maintain field meeting records, including 'shared drive' access.

•Coordinate scheduling for field events and activities.

•Compile program data for accreditation and other annual reports to various accreditation bodies related to field education (to include managing data in SPSS and continuing education units (CEUs) records)

•Maintain property control files for department.

•Assist Field Director and Program Coordinator with all aspects of hybrid field.

•Track field course enrollments each semester and work in conjunction with department chair to adjust course offerings. Assign permission numbers as necessary.

•Serve as Concur delegate for faculty and Department Chair.

•Coordinate maintenance, storage, and destruction of field records per University policy.

•Utilize and consult within the department regarding multiple software programs.

•Create and maintain student database, create student letters and mailing list.

•Distribute field work assignments.

•Assure that work is completed in a timely fashion and deadlines are met.

•Learn new digital platforms of CalStateApply, KnowledgeLake, CalState S4 and WebAdmit required for digital application processes.

•Provide training and assist staff and faculty regarding new electronic application processes related to field.

•Ongoing maintenance, oversight, training and analysis of Digital field processes.

• Provide oversight and support of the contracting process for field placement agreements.

25% Reception/Public Relations

• Serve as first point of contact for field activities in the Master of Social Work Program/Department of Social Work.

• Function as the department's primary interface and source of information for the public on a daily basis related to field education.

• Respond to field related phone, email, and mail inquiries of multiple issues from a wide range of individuals including students, faculty, staff, administrators, alumni, professionals, and community members.

• Maintain positive working relationships and communications.

25% Student Success/Admissions

• Provide information about field requirements, coursework, and timelines for completion.

• Respond to applicant requests for information about university and department application requirements and processes related to field.

• Collect and review field application packets for program requirements.

• Participate in the admission review process (includes assigning files for review, maintaining confidential scoring documents, tracking results, and coordination of criminal history review).

• Maintain application/field files and records.

• Assist in scheduling field seminars and coordinating rooms, facilities, and supplies for student and faculty field events.

• Act as the main point of contact for the MSW Hybrid Program
• Admissions offers - rank applicants according to their review scores and offer program admissions, followed by waitlist offers, to those who qualified.
• Admissions Preparation - Monitoring the online application process, processing transcripts while checking that applicants meet the liberal arts requirement, GPA requirement, autobiographical statement and resumes have been properly uploaded and all references have been submitted on behalf of the applicant.
• Admissions review - assign each completed application to a minimum of two faculty members to review for admissions consideration of the Master of Social Work Program.
• Answer multi-line phone system, routing calls, delivering messages to staff and faculty and greeting visitors.
• Assist and participate with various department projects including, but not limited to, planning and assisting with information sessions, hooding ceremonies for both the stateside and hybrid programs, field orientations, field liaison trainings, and new student orientations.
• Assist with creating Zoom links and organizing information for for field information sessions, student meetings, and field instructor trainings. Verify field instructor trainings and issue CEU certificates per request of participants.
• Assist with changing from a paper program application process to an online program application process.
• Assist with updating, distributing, collect, process and track Criminal History Advisement Forms of all applicants using Adobe Sign.
• Assist with updating, distribute, collect, process and track field applications for the incoming Master of Social Work students along with both cohorts (advanced and foundation students) of the Master of Social Work Hybrid students using Adobe Sign.
• Concur - input information for travel blankets, travel, mileage and miscellaneous expense reimbursements.
• Coordinated and maintained impressive office organization to keep efficient, organized and professional work space.
• Created and updated PowerPoint presentations for information sessions and faculty presentations as requested.
• Deliver top-notch administrative support to office staff, promoting excellence in office operations.
• Developed community reputation through strong commitments to alumni, applicants, community participants, faculty, staff, and students.
• Distribute, collect, organize and document all field internship documents such as student information sheets, mid year evaluations, mid year hour log, final evaluations, final time log, releases of liability and COVID Information documents that must be signed by students, internship agencies, faculty liaison and field coordinator.
• Draft internal communications for alumni, applicants, community participants, faculty, staff, and students maintaining high levels of transparency.
• Executed record filing system to improve document organization and management.
• Generated reports and typed letters in Word and prepared PowerPoint presentations.
• Handle applicant and student correspondence and tracking records to foster office efficiency.
• Knowledge of CalStateApply for applicant use to apply to the Master of Social Work Program.
• Knowledge of SalesForce online software used for tracking prospective applicants, applicants who have applied, those interested in attending information sessions and for those who seek additional information regarding the Master of Social Work Program.
• Knowledge of WebAdmit for department use when evaluating applicants for the Master of Social Work Program.
• Maintained applicant, community and student satisfaction with forward-thinking strategies focused on addressing needs and resolving concerns.
• Monitored application processes to identify areas for improvement and implement plans to streamline and optimize outputs.
• Moodle - ability to build a class module shell in Moodle with little assistance.
• Prepare Hybrid face to face class schedule for Program Coordinator review.
• Provide office coverage for staff while on leave and vacation.
• Provide routine professional student services, such as provide forms, direct calls, set up meetings and assist with connecting students to appropriate personnel when needed.
• Provide hybrid student support on their scheduled face to face sessions
• Provide hybrid students support with regards to their class schedule, textbook information, registration to Moodle LMS via enrollment codes.
• Restocked supplies and placed purchase orders to maintain adequate stock levels.
• Sorted, opened and routed incoming correspondence and deliveries to help faculty and staff respond quickly to business and customer requirements.
• SPSS - entering student field internship learning outcome scores for accreditation use.
• Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
• Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
• Trained and coached new employees, including student assistants, on administrative procedures, company policies and performance standards.
• Troubleshoot and fix application process hang-ups to maintain swift flow.
• Streamlined office processes by implementing efficient administrative procedures, resulting in increased productivity.
• Enhanced team collaboration by coordinating schedules and organizing meetings for optimal communication and task completion.

• Admissions offers - rank applicants according to their review scores and offer program admissions, followed by waitlist offers, to those who qualified.
• Admissions Preparation - Monitoring the online application process, processing transcripts while checking that applicants meet the liberal arts requirement, GPA requirement, autobiographical statement and resumes have been properly uploaded and all references have been submitted on behalf of the applicant.
• Admissions review - assign each completed application to a minimum of two faculty members to review for admissions consideration of the Master of Social Work Program.
• Answer multi-line phone system, routing calls, delivering messages to staff and faculty and greeting visitors.
• Assist and participate with various department projects including, but not limited to, planning and assisting with information sessions, hooding ceremonies for both the stateside and hybrid programs, field orientations, field liaison trainings, and new student orientations.
• Assist with creating Zoom links and organizing information for for field information sessions, student meetings, and field instructor trainings. Verify field instructor trainings and issue CEU certificates per request of participants.
• Assist with changing from a paper program application process to an online program application process.
• Assist with updating, distributing, collect, process and track Criminal History Advisement Forms of all applicants using Adobe Sign.
• Assist with updating, distribute, collect, process and track field applications for the incoming Master of Social Work students along with both cohorts (advanced and foundation students) of the Master of Social Work Hybrid students using Adobe Sign.
• Concur - input information for travel blankets, travel, mileage and miscellaneous expense reimbursements.
• Coordinated and maintained impressive office organization to keep efficient, organized and professional work space.
• Created and updated PowerPoint presentations for information sessions and faculty presentations as requested.
• Deliver top-notch administrative support to office staff, promoting excellence in office operations.
• Developed community reputation through strong commitments to alumni, applicants, community participants, faculty, staff, and students.
• Distribute, collect, organize and document all field internship documents such as student information sheets, mid year evaluations, mid year hour log, final evaluations, final time log, releases of liability and COVID Information documents that must be signed by students, internship agencies, faculty liaison and field coordinator.
• Draft internal communications for alumni, applicants, community participants, faculty, staff, and students maintaining high levels of transparency.
• Executed record filing system to improve document organization and management.
• Generated reports and typed letters in Word and prepared PowerPoint presentations.
• Handle applicant and student correspondence and tracking records to foster office efficiency.
• Knowledge of CalStateApply for applicant use to apply to the Master of Social Work Program.
• Knowledge of SalesForce online software used for tracking prospective applicants, applicants who have applied, those interested in attending information sessions and for those who seek additional information regarding the Master of Social Work Program.
• Knowledge of WebAdmit for department use when evaluating applicants for the Master of Social Work Program.
• Maintained applicant, community and student satisfaction with forward-thinking strategies focused on addressing needs and resolving concerns.
• Monitored application processes to identify areas for improvement and implement plans to streamline and optimize outputs.
• Moodle - ability to build a class module shell in Moodle with little assistance.
• Prepare Hybrid face to face class schedule for Program Coordinator review.
• Provide office coverage for staff while on leave and vacation.
• Provide routine professional student services, such as provide forms, direct calls, set up meetings and assist with connecting students to appropriate personnel when needed.
• Provide hybrid student support on their scheduled face to face sessions
• Provide hybrid students support with regards to their class schedule, textbook information, registration to Moodle LMS via enrollment codes.
• Restocked supplies and placed purchase orders to maintain adequate stock levels.
• Sorted, opened and routed incoming correspondence and deliveries to help faculty and staff respond quickly to business and customer requirements.
• SPSS - entering student field internship learning outcome scores for accreditation use.
• Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
• Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
• Trained and coached new employees, including student assistants, on administrative procedures, company policies and performance standards.
• Troubleshoot and fix application process hang-ups to maintain swift flow.
• Streamlined office processes by implementing efficient administrative procedures, resulting in increased productivity.
• Enhanced team collaboration by coordinating schedules and organizing meetings for optimal communication and task completion.

• Acted as main point-of-contact for the department, supporting administrative needs and daily tasks efficiently.
• Admissions offers - rank applicants according to their review score and offer program admissions.
• Admissions preparation - monitoring the online application process, processing transcripts while checking that applicants meet the liberal arts and GPA requirements.
• Budget - working within a set of budget to purchase items for department, faculty, graduation, new student orientation and staff needs.
• Data Warehouse - monitor purchases and available balances.
• Draft internal communications for alumni, applicants, community participants and partners, faculty, staff and students while maintaining high levels of transparency.
• Enhanced team collaboration by providing clear communication of complex findings through visualizations and reports.
• Handle applicant and student correspondence and tracking records to foster office efficiency.
• Lead department projects such as virtual department graduation ceremonies for both stateside and hybrid programs.
• Maintained applicant, community and student satisfaction with forward-thinking strategies focused on addressing needs and resolving concerns.
• Maintained office calendar for all department events, informing alumni, applicants, community participants and partners, faculty, staff, and students of changes or pertinent information quickly.
• PICWEB - changing mode of instruction from in-person to online, adding a new section to an established course, changing instructor information
• Support efficient meetings by organizing space, materials, documenting discussions (taking minutes) ad distributing meeting minutes.
• Support onboarding of new faculty members
• Support onboarding of new staff members

• Assist with the admissions process; verify that applications are complete, notify applicants of their application status, send applications out to review for faculty.
• Boosted file efficiency and reduced storage space with proactive management of records and elimination of redundancy.
• Communicated effectively with faculty and staff and accepted critiques and suggestions for areas of improvement.
• Composed sensitive, confidential reports and documentation.
• Coordinated department's Outlook calendar and scheduled meetings and events.
• Generated reports and typed letters in Word and prepared PowerPoint presentations.
• Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
• Helped staff complete special projects by organizing documentation and supplies to handle forecasted demands.
• Helped with administrative support by managing incoming calls, coordinating files and sorting mail.
• Kept reception area clean and neat to give visitors positive first impression.
• Maintained faculty and staff directory and department handbook.
• Maintained organized files and stocked supplies to support team needs and maximize performance.
• Maintained records of program application material flow, compiling and organizing related data.
• Monitored shipments and mailing procedures to effectively distribute or file mail and solve shipment issues.
• Provided clerical support to company employees by copying, faxing and filing documents.
• Received and routed business correspondence to correct departments and staff members.
• Responded to inquiries from callers seeking information.
• Set up offices for new staff members.
• Welcomed office visitors and alerted staff to arrivals of scheduled appointments.