Program Administrative Specialist (Contingent II/Grant Funded)

Maryland Connect • Patuxent Riding, MD

5d • $51,069 - $56,147

About The Position

The Program Administrative Specialist is responsible for supporting 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 involves ensuring all project activities align with the Graduate Research Center & BSU Graduate School’s goals and objectives, as well as coordinating with various stakeholders to ensure successful project execution.

Requirements

• Bachelor’s degree required.
• 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.

Nice To Haves

• Master’s degree preferred.
• 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
• 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 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and life insurance
• paid time for paid sick leave and annual leave
• 10 paid holidays per year
• tuition remission and supplemental retirement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level