Administrative & Program Specialist Job Description

Administrative & Program Specialist Job Description

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Administrative & program specialist provides input regarding revision of existing and creation of new policies and procedures, which involves assessing the impact of policy and procedural gaps and inconsistencies that may affect organizational operations.

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:

Maintains keen knowledge of rules and regulations governing accounts, purchasing, and keeping staff and faculty members informed of procedural changes which may affect them
Orient and train existing program coordinator personnel, including the setting of priorities for workflow within their program area, and adherence to policies and procedures
Monitors daily operations of various civilian and military program policies and procedures as related to logistics and administration
Responsible for ARI Campus Coordinator duties when requested by the Dean
Other duties that may arise which are consistent with the responsibilities of the position
Serves as Cost Center Manager and/or Accountant-Department for the School and serves as primary liaison with officers in the College’s Office of Finance and Administration on Financial Data Model (FDM) issues within Workday*
Independently manages all travel transactions in the School of Education for 80+ faculty and graduate assistants
Responsible for reconciling and closing out all state accounts as part of the fiscal year end activity
Reviews invoices from subcontracts and professional service contracts to verify for accuracy
Prepares budget amendments, internal billings, departmental transactions, and correcting journals to maintain accuracy of School accounts, when necessary

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:

Purchasing
Keeping staff and faculty members informed of procedural changes which may affect them
Rules and regulations governing accounts
Policies
Interview techniques
Management systems and approaches
Recruitment metrics
Standard hiring practices
Campus SaVE
Clery

Desired experience for administrative & program specialist includes:

Maintains SOE equipment inventory
Monitors end of the year purchases of supplies and equipment to ensure delivery and billing prior to the close of fiscal year deadlines by Accounting Services and closes all blanket and standing encumbrances on state accounts
Assists with other special projects as requested by the Director
Maintains the Director’s schedule, calendar, and appointments
Coordinates travel arrangements and reimbursements
Provides support for meetings such as preparing agendas and handouts

Administrative & Program Specialist Examples

1

Administrative & Program Specialist Job Description

Job Description Example
Our company is looking for an administrative & program specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative & program specialist
  • 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
Qualifications for administrative & program specialist
  • 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
2

Administrative & Program Specialist Job Description

Job Description Example
Our growing company is looking for an administrative & program specialist. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative & program specialist
  • 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
Qualifications for administrative & program specialist
  • 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
3

Administrative & Program Specialist Job Description

Job Description Example
Our growing company is looking for an administrative & program specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative & program specialist
  • 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
Qualifications for administrative & program specialist
  • 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
4

Administrative & Program Specialist Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of administrative & program specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative & program specialist
  • 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
Qualifications for administrative & program specialist
  • 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
5

Administrative & Program Specialist Job Description

Job Description Example
Our company is growing rapidly and is hiring for an administrative & program specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative & program specialist
  • 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
Qualifications for administrative & program specialist
  • 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

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