Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$62,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Position Salary Range:

$58,000 - $62,000 per year; DOE

The College of Integrative Sciences and Arts (CISA) seeks a dynamic Graduate Practicum and Internship Coordinator to join the School of Counseling and Counseling Psychology (SCCP) on the ASU Tempe campus. This position plays a central role in supporting graduate practicum and internship including student support, placement coordination, compliance monitoring, and communication with faculty, students, supervisors, and community partners.

The ideal candidate is a highly organized professional with strong analytical, communication, and interpersonal skills, familiarity with higher education operations, and demonstrates the ability to interpret and apply institutional policies to effectively support the success of the program.

Arizona State University offers a comprehensive benefits package to enhance your total compensation. This package includes flexible work schedules, low-cost health and life benefits, a wellness program for preventative health education and screenings, tuition waiver for benefits-eligible staff members, as well as tuition reduction for their spouses and dependents, a disability and leaves program for income protection, employee assistance for free and confidential behavioral health services, volunteer and professional development release time, disability resources and retirement program designed to promote long-term savings and provide income upon retirement.

Essential Duties:

• Review, update, and maintain practicum and internship records using internal and external systems, including ELC, shared drives, and tracking tools; compile and provide data as requested.

• In collaboration with the SCCP Training Director and the CISA Compliance Manager, coordinate site approval, renewal, and documentation processes, including collecting and reviewing site applications, supervisor credentials, licenses, CVs, and related materials.

• Maintain records of site placement agreements, monitor agreement status, and coordinate routing and follow-up with sites and university partners to ensure timely completion and renewal.

• Track supervisor licensure status, review relevant board information, and maintain documentation related to supervisor qualifications and concerns.

• Monitor and maintain student practicum and internship documentation, including liability insurance, supervisor agreements, evaluations, and other required paperwork; ensure final documents are stored appropriately.

• Create and maintain immersion and internship classes in ELC and other systems each semester; update assignment dates, verify enrollments, and ensure students are connected with the correct instructors and supervision structures.

• Coordinate practicum and internship group and triadic supervision scheduling processes in collaboration with faculty and instructional support staff.

• Meet with students to answer practicum and internship questions, provide guidance on timelines and requirements, and support students as they prepare for and progress through field placement processes.

• Track student readiness for practicum and internship, including intended enrollment terms, prerequisite completion, placement progress, and hour accumulation; communicate with students and faculty regarding emerging concerns and needed follow-up.

• Organize internship fairs, supervisor engagement opportunities, and continuing education or training activities to support site development and strengthen community partnerships.

• Maintain student- and supervisor-facing materials, including handbooks, process guides, tutorials, listserv communications, and advising resources; update materials regularly to ensure clarity, accuracy, and consistency.

• Troubleshoot issues related to ELC, site placement processes, student placements, and supervisor coordination by working collaboratively with faculty, staff, and external partners.

• In collaboration with the CISA Compliance Manager, coordinate compliance-related activities, including audits and documentation associated with out-of-state placements, accreditation expectations, and applicable state requirements.

• Develop and maintain reference materials outlining practicum and internship requirements, including state-specific considerations, supervisor/site qualifications, and accreditation-related expectations, in collaboration with leadership and other stakeholders.

• Support ongoing review and improvement of practicum and internship processes to promote consistency, efficiency, and student preparedness.

• Attend regular meetings with the Training Director, faculty, and school leadership to support program operations and respond to issues as they arise.

• Provide general administrative support and special project assistance as directed by supervisor.

Desired Qualifications:

• Experience supporting practicum, internship, clinical placement, or other student fieldwork processes in higher education.

• Demonstrated ability to coordinate multiple complex processes and maintain accurate records with exceptional attention to detail.

• Evidence of strong written, verbal, and interpersonal communication skills.

• Experience working with students, faculty, community partners, and external supervisors in a professional and service-oriented manner.

• Proficiency with systems and tools such as Microsoft Office, Google Workspace, Canvas, Salesforce, PeopleSoft, ELC, or similar student tracking and database platforms.

• Experience interpreting and applying policies, procedures, accreditation standards, and compliance requirements in an academic or regulated environment.

• Ability to identify issues, escalate concerns appropriately, and proactively communicate potential risks to leadership.

• Experience organizing events, meetings, training, or outreach efforts that support programmatic goals and stakeholder engagement.

• Demonstrated ability to manage deadlines and competing priorities in a high-volume work environment.

• Experience developing and maintaining process documentation, handbooks, guides, or training materials.

• Ability to assess student needs, respond to questions with professionalism and accuracy, and support students through complex academic or placement processes.

• Strong problem-solving skills and the ability to improve workflows, strengthen coordination, and support continuous process improvement.

• Commitment to continuous learning and maintaining up-to-date knowledge of university, accreditation, and field placement requirements to support program effectiveness.

Working Environment:

• Days and Schedule: Monday - Friday 8:00 a.m. – 5:00 p.m., evenings and weekends may occasionally be required.

• Ability to clearly communicate verbally, read, write, see and hear to perform essential functions; Regular use of standard office equipment including, but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, and associated computer/technology peripherals.

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%). 

• Frequent bending, reaching, lifting, pushing, pulling, and carrying objects up to 25 pounds (5%).

• Occasional meetings across ASU campuses and with external partners.

• Hybrid work is an option for CISA employees. Hybrid arrangements allow employees to spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or Provost level approval is required.

• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts. 

Department Statement:

ASU's College of Integrative Sciences and Arts (CISA) seeks candidates who are passionate about connecting academic learning with real-world outcomes and fostering student engagement. As part of CISA, your expertise will contribute to a college culture grounded in service, purpose, and practical impact.

CISA is a leader in applied and career-connected learning, with continuous innovation in teaching, curriculum development and AI integration. CISA has more than 9,000 students at all levels, 84 programs and 361 faculty members. We build degree programs and pathways that are flexible and relevant, providing opportunities for students to discover their passion, develop lifelong transferable skills and enjoy employment success. CISA is committed to ASU’s Charter of inclusive excellence, access and impact, where all faculty, staff, and students can thrive. 

Arizona State University, ranked the No. 1 “Most Innovative School” in the nation by U.S. News & World Report for 10 years in succession, has forged the model for a New American University by operating on the principles that learning is a personal and original journey for each student; that they thrive on experience and that the process of discovery cannot be bound by traditional academic disciplines. Through innovation and a commitment to accessibility, ASU has drawn pioneering researchers to its faculty even as it expands opportunities for qualified students. 

ASU is ranked in Newsweek’s America’s Greatest Workplaces and Forbes America’s Best Employers for Women, and touts a Healthy Arizona Worksites Platinum Award.

To learn more about ASU and the College of Integrative Sciences and Arts visit http://about.asu.edu/ and http://cisa.asu.edu.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$20672.htmld

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

A fingerprint check is not required for this position.