Administrative Assistant – Field Experience

Overview

See full job description HERE.

School of Education | Ambrose University

Position Summary

Ambrose University invites applications for a full-time Administrative Assistant – Field Experience within the School of Education.
Reporting to the Director of Field Experience, the Administrative Assistant provides administrative and operational support for the coordination and delivery of field experience programming.

As a key member of the School of Education, this position serves as an important point of contact for preservice teachers, faculty members, University Consultants, partner teachers, principals, and school partners. The successful candidate will contribute to the effective administration of field placements, maintain accurate records, support communications, and help ensure a positive and well-organized experience for students and educational partners.

Key Responsibilities

Administrative and Operational Support

• Provide day-to-day administrative support to the Director of Field Experience, including scheduling, correspondence, documentation, and coordination of activities.
• Coordinate meetings, orientations, events, and related logistics, including the preparation of agendas, presentations, and meeting materials.
• Prepare and maintain reports, records, databases, filing systems, and other administrative documentation.
• Process contracts, honoraria, expense claims, and related administrative forms accurately and in a timely manner.

Field Experience and Placement Coordination

• Support the administration and coordination of field placements and practicum activities, working closely with the Director of Field Experience.
• Maintain accurate and up-to-date student placement records, partner school information, and associated documentation.
• Assist with tracking placement requirements, timelines, and administrative follow-ups to support the smooth delivery of field experiences.
• Support the coordination of field experience orientations, communications, and other program-related activities.

Communication and Stakeholder Support

• Serve as a primary contact for routine inquiries from preservice teachers, faculty members, University Consultants, partner teachers, principals, and school partners.
• Support timely and professional communication with internal and external stakeholders, ensuring inquiries and requests are appropriately addressed or directed.
• Contribute to positive working relationships with partner schools and educational stakeholders through responsive and professional administrative support.

Program and Team Support

• Assist with School of Education events, program initiatives, and related administrative activities.
• Identify opportunities to improve administrative processes, documentation, and coordination practices in collaboration with the Director of Field Experience.
• Perform other related duties as assigned, consistent with the scope of the position.

Qualifications and Experience

The successful candidate will possess:

• A bachelor’s degree in Business Administration, Office Administration, Education, or a related field.
• Previous administrative experience, preferably within a post-secondary institution, educational setting, or professional environment.
• Strong organizational and time-management skills, with the ability to coordinate multiple activities, manage competing priorities, and meet deadlines.
• Excellent written and verbal communication skills, with a professional and service-oriented approach.
• Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, and Teams, with the ability to learn and use database and record management systems.
• Strong attention to detail, accuracy in recordkeeping, and the ability to handle confidential and sensitive information with discretion.
• Demonstrated ability to work independently, exercise sound judgment, and collaborate effectively with colleagues and external stakeholders.
• Strong interpersonal skills and a commitment to providing responsive, respectful, and professional service.

Preference will be given to candidates with experience supporting academic programs, educational partnerships, student placements, or field experience processes.

Personal Attributes

The ideal candidate will demonstrate:

• A proactive, dependable, and organized approach to work.
• Flexibility and adaptability in responding to changing priorities.
• A collaborative mindset and willingness to support team and institutional objectives.
• A commitment to the mission, values, and Christian identity of Ambrose University.

Application Details

Christy Thomas
Dean, School of Education
Ambrose University

Applications should be submitted to: Careers@ambrose.edu.

Questions regarding this opportunity may be directed to christy.thomas@ambrose.edu.

The review of applications will begin on October 31, 2026, and will continue until the position is filled.