Administrative & Program Specialist Job Description
Administrative & Program Specialist Duties & Responsibilities
To write an effective administrative & program specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative & program specialist job description templates that you can modify and use.
Sample responsibilities for this position include:
Administrative & Program Specialist Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Administrative & Program Specialist
List any licenses or certifications required by the position: MRA, PHR, SHRM, IX, AFH, LEDS
Education for Administrative & Program Specialist
Typically a job would require a certain level of education.
Employers hiring for the administrative & program specialist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Education, Graduate, Graduate Education, Business, Management, Administrative Specialist, Writing, Business/Administration, Department of Education, Faculty
Skills for Administrative & Program Specialist
Desired skills for administrative & program specialist include:
Desired experience for administrative & program specialist includes:
Administrative & Program Specialist Examples
Administrative & Program Specialist Job Description
- Relieves the Director of administrative details
- Performs or oversees administrative support activities
- Assists the Director in monitoring balances for University and LSU Foundation accounts for the School, independently making projections of expenditures and account balances
- Establish and maintain procedures and controls around the business unit's software management tool
- Responsible for file and data migration and maintenance of all contracts within the digital environment
- Designated architect of file structure adherent to industry and state guidelines
- Responsible for identifying business flow improvement to optimize speed and efficiency of getting work product out to transaction stakeholders
- Maintains general oversight of programs and special events
- Plans, develops, and implements complex and comprehensive activities and programs directly related to engage students in and the use of the UU
- Develops an annual year/monthly calendar of events that will occur in the UU to engage students with the facility
- Manages all administrative aspects of program development from start to finish, including program proposals/approvals, supplies, advertising, evaluations
- Manages annual year programming budgets
- Provides regular benchmark statistics, analysis, and reporting on marketing outreach, activities, and program participation as needed
- Develops ongoing evaluation process for programs and activities and make regular reports on activities to the Programming Council
- Develops liaison relationships with other University departments to coordinate efforts where appropriate
- Serves on University committees as appropriate
Administrative & Program Specialist Job Description
- Recommend new strategies to develop and implement processes that will improve workflow integration between the Program Support unit, other extension units, off campus sites, and campus departments
- Consult with the Director(s) of Programs and other program developers concerning workflow issues, and make recommendations
- Maintain and implement a specific portfolio of programs
- Coordinate the tasks necessary to implement the unit's programs and related activities
- Schedule and attend (as necessary) Informational Meetings for programs
- Oversee and assist staff as necessary on programs outside their own portfolio
- Oversee the process to create (quarter, semester, ) course schedules
- Work closely with operations and marketing staff to coordinate efforts
- Utilize campus procedures to create and track program proposals (curriculog)
- Liaison with academic departments to move program approvals through the system
- Must have strong ability to evaluate programs and activities and implement improvements
- Must be able to provide leadership and vision to students planning events and activities
- Must have excellent delegation skills and the ability to lead and train both student staff and volunteers
- The position also requires a strong commitment to student development practices
- Requires excellent attention to detail, strong organizational skills, and excellent oral and written communication skills
- Must have a strong understanding of customer service and building relationships with key campus and community stakeholders
Administrative & Program Specialist Job Description
- Coordinate with other extended education units student support, operations, payroll
- Remain current in PeopleSoft database skills in order to assist as necessary with student and faculty requests
- Additional Program Activity
- Evaluate programs using enrollments, instructor and student feedback to make recommendations for continuing existing courses and programs, and implement changes and revisions
- Liaison with university personnel, including personnel at the Oakland and Concord centers to ensure program needs are met, including working with faculty, reprographics, and facilities reservations
- Resolve complaints and issues related to instructors
- Refer issues as necessary to Director(s) of Programs
- Provides direct leadership, oversight, and management of the Office of Military Commission (OMC) administrative support staff
- Develops/plans OMCs short and long-term services and business requirements
- Oversees the day-to-day operating procedures, distribution systems and practices, records management/disposition, conference planning, Purchase Card Program, contract management, procurement, funding
- Demonstrated ability to handle multiple work priorities, organize, and plan work and projects
- A valid California Driver's license is required within three months of the date of hire for the operation of any vehicle required for this position
- Must be able to complete the Defensive Drivers Training Program provided by the State of California for CSU campuses
- Master's degree in Student Personnel, College Administration or a related field
- Possession of broad knowledge and skills in programming/event management in academia preferred
- Resumes will not be accepted in lieu of completing the work experience section of the application
Administrative & Program Specialist Job Description
- Reviews and evaluates completed staff actions ensuring overall document quality, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy
- Analyzes and formulates system concepts and requirements and evaluates output of system components to ensure objectives are met
- Provides direct leadership, oversight, and management to an administrative support staff
- Provides general office clerical support
- Providing administrative support for a program of activities that meets the needs of all eligible clientele regardless of race, color, national origin, age, sex, disability, religion or veteran status
- Performing specialized duties according to program guidance and University established practices, which may include compiling data, data analysis, spreadsheet management, document preparation, grant proposal preparation, monitor post-award sponsored programs and reconcile monthly ledgers
- Working with the UT budget coordinator and subcontractors related to the financial administration of the program according to Office of Management and Budget (OMB) Uniform Guidance
- Maintaining necessary correspondence with program personnel and subcontractors
- Scheduling appointments and arranging meetings for program personnel and Advisory Committee organizations
- Travel and meetings coordination for program personnel
- Ability to establish and maintain cooperative working relationships with CSU staff, faculty, administrators, student organizations, both private and public agencies, including the US government
- Ability to assess timelines and establish appropriate deadlines within the constraints of the University registration calendar
- Ability to fill in for staff to assist or complete their work, if needed
- Ability to work in a diverse environment, with employees of other University departments and colleges
- Equivalent of two years of professional experience in program support or a related field including three or more years of progressive office experience and two or more years of customer service experience
- Extensive skill and ability in complex comprehensive policy analysis and related research, program
Administrative & Program Specialist Job Description
- Making travel arrangements and processing travel reimbursements for program specialist
- Collaborating with other TNCEP/EFNEP Administrative Specialists and Accounting Specialist on program work flow
- Coordinating and maintaining TNCEP/EFNEP electronic and hard copy files, inventories, websites and equipment management
- Working with the Communications Department to coordinate printing of program materials for distribution
- Assisting FCA and TNCEP/EFNEP Accounting Specialists with TNCEP/EFNE financial data entry, reporting and documentation
- Performing other duties as necessary or as assigned
- Providing administrative and clerical support to client senior management and staff, including answering main phone lines, screening incoming calls, typing, filing, printing materials, making copies
- Provide administrative support for program/staff meetings, including sending invitations, drafting and sending agendas, reserving rooms, tracking responses and other support as needed
- Managing calendars and coordinating schedules
- Scheduling conference calls and conference rooms for meetings
- Five (5) years of clerical experience
- Additional vacancies may be filled by this announcement
- Knowledge of Blackboard, wikis, and/or other collaborative working tools
- Minimum 3 years administrative assistant experience (5 years minimum preferred)
- Exercises good judgment and discretion in the performance of all work assignments
- Exhibits professionalism during all aspects of the job