What are the responsibilities and job description for the Program Administrative Specialist position at InsideHigherEd?

Job Posting :

JR100296 Program Administrative Specialist (Open) Department :

BSU Provost Office Position Type :

Non-Regular Fixed Term (Fixed Term) Open Date :

10-22-2024 Close Date :

Job Description :

PURPOSE : The Program Administrative Specialist is responsible for supporting the planning, implementation, and tracking of specific short-term and long-term projects within the Graduate Resource Center (GRC). This role involves ensuring all project activities align with the GRC’s goals and objectives, as well as coordinating with various stakeholders to ensure successful project execution.

Duties and responsibilities are, but not limited to –

Project Planning and Development :

Assist in the development of project plans, including defining project scope, goals, deliverables, and timelines.

Conduct feasibility studies and risk assessments to identify potential challenges and mitigation strategies.

Project Execution and Monitoring :

Coordinate and manage project activities to ensure they align with the project plan and organizational objectives.

Monitor project progress and make adjustments as needed to ensure timely completion.

Maintain detailed project documentation, including project plans, status reports, and communication logs.

Stakeholder Management :

Serve as a liaison between project teams, management, and stakeholders.

Facilitate communication and collaboration among stakeholders to ensure project alignment and buy-in.

Prepare and deliver presentations on project progress, issues, and solutions to stakeholders.

Resource Management :

Identify and allocate resources required for project completion.

Coordinate with internal and external resources, including vendors and contractors, to ensure project needs are met.

Manage project budgets and track expenditures to ensure financial accountability.

Quality Assurance :

Ensure project deliverables meet quality standards and client expectations.

Implement and monitor quality control processes and procedures throughout the project lifecycle.

Conduct post-project evaluations to identify areas for improvement and lessons learned.

Compliance and Reporting :

Ensure all project activities comply with relevant laws, regulations, and organizational policies.

Prepare and submit regular project reports to management and stakeholders.

Track project metrics and performance indicators to assess project success and impact.

Professional Development :

Stay current with best practices in graduate education and student services.

Attend relevant conferences, workshops, and training sessions.

Network with other professionals in the field to exchange ideas and resources.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES :

Knowledge of administrative procedures including planning, budgeting, personnel, data analysis and report preparation

Knowledge of College / departmental policies and procedures and the ability to apply them appropriately to provided services

Knowledge of and skill in the use of word-processing, desktop publishing, spreadsheet and database software

Knowledge of bookkeeping procedures; knowledge of and skill in the use of appropriate database applications as required by the position.

To develop special reports to program functionality and compliance with Title III and Dept. of Education

Ability to understand and follow instructions in the form of program documentation

Ability to perform analysis to generate required reports

Knowledge of and skill in maintaining automated office records systems

Ability to conduct research, gather and organize information and prepare reports

Ability to maintain budget and fiscal records and to produce cost projections and other fiscal or grant reports

Ability to interact with students, staff and the public in a pleasant, tactful and courteous manner

Ability to plan work assignments and set priorities

Ability to work independently or as a team member

Ability to work under pressure and meet deadlines

Ability to communicate effectively orally and in writing

Ability to establish and maintain effective working relationships with supervisor, other department personnel, students and the public

Ability to bend, stoop and work in confined spaces

Ability to transport supplies and equipment weighing up to 25 pounds

Ability to work safely.

Preferred Qualifications :

Bachelor’s degree required. Master’s degree preferred.

3 years of experience minimum as an administrative specialist or executive support specialist that included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical / secretarial such as interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations.

Conditions of Employment :

Please be advised, COVID-19 vaccinations are not required but strongly encouraged for faculty and staff for employment at Bowie State University. This protocol is subject to change.

Flexible schedule to meet needs of graduate students.

This position is grant-funded.

Additional Job Information :

Benefits include medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and life insurance; paid time for paid sick leave, annual leave, and personal leave; 12 paid holidays per year, tuition remission; employer-funded pension and supplemental retirement accounts

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status. All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to : Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No. 11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment. The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus. The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations. In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.

The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.

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