Program Administrative Specialist (Contingent II/Grant Funded)

About the role

The Program Administrative Specialist supports the planning, implementation, and tracking of specific short-term and long-term projects within the Graduate Research Center (GRC) and BSU Graduate School. This role ensures all project activities align with the Graduate Research Center & BSU Graduate School’s goals and objectives, and coordinates with various stakeholders to ensure successful project execution.

Responsibilities

• 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.

Qualifications

• Bachelor’s degree required. Master’s degree preferred.
• Experience as an administrative specialist or executive support specialist that included administrative support for a project, program, or operation. Administrative support includes duties beyond clerical/secretarial such as interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations.

Preferred Qualifications

• 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 provide 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.
• Ability to develop budget recommendations for a supervisor.
• 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, faculty, university staff, 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.