Administrative Program Specialist

About the role

The Administrative Program Specialist is responsible for providing program support by facilitating program goals and objectives.

Duties & Essential Job Functions

• Supports event operations in the University Unions by assisting with event coordination and execution; supporting the administration and utilization of the department's event management software; assisting customers with policies and procedures; and identifying and resolving event-related issues.
• Supports operation of facilities by submitting requests for repairs and maintenance; coordinating facilities usage; maintain inventory records; evaluating new equipment; making recommendations for changes.
• Provides administrative and project support for departmental programs and initiatives by researching and summarizing information; preparing reports and documents; maintaining records; and coordinating project requirements.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinates departmental contract workflows by initiating and tracking agreements; maintaining contract documentation; communicating with internal and external partners; and ensuring contracts move through appropriate review and approval processes.
• Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures; and facilitating student reimbursement and purchasing process.
• Manages revenue by verifying transaction information by following internal accounting controls; computing charges and refunds; preparing and mailing invoices; identifying delinquent accounts and insufficient payments; notifying customers of insufficient payments.
• Coordinates with external organizations seeking to market in the Unions, including communicating with possible vendors, scheduling marketing locations, resolving problems, and invoicing.
• Performs other related duties as assigned.

Required Education & Experience

• High school diploma or GED equivalent.
• 1 year of basic office experience.

Knowledge, Skills & Abilities

• Knowledge of basic accounting processes.
• Knowledge of web-based applications such as HTML and JAVA.
• Knowledge of organization skills and problems solving skills.
• Knowledge of basic research techniques.
• Knowledge of customer service techniques.
• Skill in some or all the components of Microsoft Office.
• Skill in basic keyboarding.
• Skill in the use of Microsoft Office to include Word, Excel and Outlook.
• Skill in the accuracy with numeric techniques.
• Ability to operate basic office equipment.
• Ability to clearly communicate verbally.
• Ability to draft grammatically correct correspondence.
• Ability to balance multiple projects simultaneously.
• Ability to work independently.
• Ability to evaluate and make recommendations to improve operations.

Physical Requirements (With Or Without Accommodations)

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.