Program Specialist

Loyola University Maryland Main Campus
Full time
R-0000000432

Position Title

Program Specialist

Employee Type

Regular

Office/Department

Student Health and Edu Srvcs

Work Environment

Loyola University Maryland Main Campus

Position Duties

Provides a diverse array of operational support for program(s)/academic program(s), while independently coordinating priorities including managing program operational budgets, as well as tracking and analyzing data in support of program, department, and University goals. Provide support and customer service to the department.

Essential Functions

• Manage and conduct analysis on program budget(s). Monitor, review, and reconcile program budget(s) with general ledger entries in Workday to ensure financial transactions are recorded accurately and in a timely manner. Resolve discrepancies and communicate any issues. Track and analyze expenditures to provide budgetary analysis of course and program-relate costs. Monitor billing and prepare invoices, ensuring timely payments. Prepare and format reports, perform data entry and track data on a regular and as needed basis. May assist in identifying new sources of grant funding.
• Assists department/academic program chair/program directors by providing input to program schedules. Complete required process to modify and update schedules as needed. Liase with human resources for onboarding new employees/faculty: coordinating technology, system access, and contract completion. Handle scheduling and calendaring for department/program directors and communicate information regarding cancellations or changes. Coordinate events, meetings and conferences; manage program/event registrations and communications; coordinate room reservations, refreshments, set-up, equipment, and provide logistical support. Make appointments and travel arrangements when necessary.
• Assist team/supervisor with various projects, orientations, and strategic planning efforts (i.e. creating, managing, and developing program-level assessment, rubrics, social media content, marketing and communication materials). Manage database and assist with analysis for program engagement and evaluation. Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned. Provide progress reports and alert supervisor to barriers and significant problems.
• Manage administrative functions of department/academic program(s), including managing department/program websites. Independently establish priorities and identify and proactively resolve problems that are administrative in nature. Answer phone calls and direct calls to the appropriate party; handle routine inquiries. Draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents and files. Organize and maintain electronic and other files and records. Proofread documents for accuracy. Sort and distribute incoming mail and correspondence. Collect and prepare information for use in discussions and meetings, etc. Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance, and troubleshooting of equipment. Supervise work-study students. Resolve or appropriately refer questions, requests, complaints, and problems.

SHS Department Functions

• Responsible for providing administrative support to ensure smooth office operations. This includes managing the Electronic Medical Records system, coordinating daily office activities, handling patient and parent inquiries, and assisting with insurance, billing, and healthcare compliance. The role also involves managing appointments, maintaining medical records, and contributing to online engagement efforts social media efforts. Strong organizational and communication skills are essential, along with the ability to prioritize tasks and work collaboratively in a fast-paced environment.
• Supports the SHS Director in gathering and preparing budget-related information and annual/semi-annual data statistics for reporting purposes.
• Orders all office/clinical supplies for the SHS department and manages the completion of correspondence, purchase orders, reports, and other documentation as needed.
• Health records management – Maintaining confidential files and databases and oversees semester registrations to ensure that health records are accurately filed, and immunizations are compliant. Sending communications to non-compliant students
• Provides assistance to front desk staff as needed, including answering phones, scheduling appointments, and checking students in and out.
• Communication - handles both routine and complex requests for information, efficiently managing health-related phone inquiries to ensure timely and accurate responses
• Oversees Health Services email accounts and disseminates mass communications as needed.
• Upholds clerical duties, including organizing, screening, and distributing incoming and outgoing mail, drafting responses to routine inquiries, making photocopies, and sending emails/faxes.
• Assists with the management of SHS-sponsored events and related communications (e.g., flu vaccine clinics, student orientations) and collaborates on external campus activities that SHS partners with.
• Serves as the primary contact for families and students inquiring about the University-sponsored health insurance plan, acting as a liaison between SHS and the insurance provider.
• Reviews outstanding balances and communicates with students regarding billing concerns.
• Demonstrates high-level proficiency in utilizing Loyola SHS’s system for electronic medical records (Medicat), Workday system, along with other relevant technology services.
• Assists the Associate Director with engagement on SHS social media platforms by creating and managing content, including crafting posts and sharing relevant information and videos to promote the office and enhance community engagement.
• Manages the internal office TV platform that displays a variety of health services and campus offerings.
• Manages the SHS website with Associate Director, ensuring that content is up-to-date and relevant by making necessary updates as needed.

Education Required
Associate's or vocational/technical school degree

Education Preferred
Bachelor's degree

Other Professional Licensures

Work Experience
3 - 5 years

Describe Required Experience
Minimum of 3 years related experience.

Required Knowledge, Skills and Abilities

Demonstrated high level of support for a department or academic program. Advanced computer skills and experience with office software (e.g., Microsoft Office, Outlook, Workday, Slate). Ability to learn new software based on changing needs of the programs. Excellent written and oral communication skills, efficient work habits, strong organizational skills, and strong attention to detail.

Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines. Ability to produce accurate work and prioritize effectively. Ability to prepare and maintain budgets and generate Excel and other reports. Ability to maintain confidentiality and use discretion. Demonstrated experience organizing, planning, and coordinating events. Ability to support the University's goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.

Physical/Environmental Demands
Office environment/no specific or unusual physical or environmental demands.

Physical/Environmental Example

Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check. Note: Experience and/or education may be substituted for requirements.

University Description

Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola’s beautiful, historic Evergreen campus is located in Baltimore. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.

Diversity Statement

Loyola University Maryland strongly values the benefits that diversity brings to the workplace. In accord with its Ignatian values, the University is committed to creating and promoting a community that recognizes the inherent value and dignity of each person. Loyola University Maryland does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other legally protected classification. The University recruits, hires, and promotes in accord with this policy and its Core Values.

About Us

Human Resources

410-617-2354

humanresources@loyola.edu

Work at Loyola