Program Administrative Specialist (Contingent II/Grant Funded)

This position is grant-funded; continuation is contingent on grant funding.

About the role

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

Responsibilities

• Assist in developing project plans, including scope, goals, deliverables, and timelines.
• Conduct feasibility studies and risk assessments to identify challenges and mitigation strategies.
• Coordinate and manage project activities to align with the project plan and organizational objectives.
• Monitor project progress and adjust as needed for timely completion.
• Maintain detailed project documentation, including plans, status reports, and communication logs.
• Serve as a liaison between project teams, management, and stakeholders.
• Facilitate communication and collaboration among stakeholders to ensure alignment and buy-in.
• Prepare and deliver presentations on project progress, issues, and solutions.
• Identify and allocate resources required for project completion.
• Coordinate with internal and external resources, including vendors and contractors.
• Manage project budgets and track expenditures for financial accountability.
• Ensure project deliverables meet quality standards and client expectations.
• Implement and monitor quality control processes throughout the project lifecycle.
• Conduct post-project evaluations to identify areas for improvement and lessons learned.
• Ensure compliance 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 success and impact.
• Develop special reports for program functionality and compliance with Title III and Department of Education requirements.
• Stay current with best practices in graduate education and student services.
• Attend conferences, workshops, and training sessions.
• Network with professionals in the field to exchange ideas and resources.

Requirements

• Bachelor’s degree required; Master’s degree preferred.
• Experience as an administrative specialist or executive support specialist, including administrative support for projects, programs, or operations (e.g., interpretation of laws, rules, and regulations; data collection and analysis; evaluation of projects or processes).
• 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.
• Proficiency in word-processing, desktop publishing, spreadsheet, and database software.
• Knowledge of bookkeeping procedures and database applications.
• Ability to understand and follow program documentation and perform analysis to generate reports.
• Knowledge of and skill in maintaining automated office records systems.
• Ability to conduct research, gather and organize information, and prepare reports.
• Ability to develop budget recommendations and maintain fiscal records.
• Ability 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, set priorities, and work independently or as part of a team.
• Ability to work under pressure, meet deadlines, and communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships with supervisors, colleagues, faculty, staff, students, and the public.
• Physical ability to bend, stoop, work in confined spaces, and transport supplies/equipment weighing up to 25 pounds.
• Ability to work safely.

Schedule

Flexible schedule to meet the needs of graduate students.

Benefits

• Medical, dental, prescription, long-term disability, accidental death and dismemberment, and life insurance.
• Paid sick leave and annual leave.
• 10 paid holidays per year.
• Tuition remission.
• Supplemental retirement options.

Pay

$51,069 – $56,147 per year.