Program Management Specialist

UMBC • Baltimore, MD

22h • $23 - $31 • Hybrid

About The Position

The University of Maryland, Baltimore County (UMBC) is seeking a Program Management Specialist I for the Department of Modern Languages, Linguistics and Intercultural Commination (MLLI). The Program Management Specialist provides comprehensive administrative and programmatic support to the Department Chair, Associate Chair, Graduate Program Director, Undergraduate Program Director, Intercultural Living Experience (ILE) Program Director, faculty, and students. This role is essential to ensuring the department operates efficiently and maintains strong connections across campus and with external partners. Key responsibilities include scheduling and enrollment management, event planning and coordination, communications, and data collection and analysis to support departmental planning and reporting. The incumbent serves as a primary liaison between the department and campus units, community partners, and students, and coordinates advising, and daily administrative operations. Additional duties include maintaining departmental records; supporting faculty and students with routine administrative needs (e.g., course permissions, room reservations, PeopleSoft inquiries, deadline reminders); and assisting students with language requirements, advising inquiries, and program information. By providing this support, the role enables faculty to focus more fully on teaching, research, and service.

Requirements

• Bachelors Degree
• Two years experience in administrative staff work
• Note: Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Nice To Haves

• Experience with MS Office (Excel, Word, PowerPoint), DocuSign, Canva, and cloud-based alternative support by UMBC (Google Sheets, Slides, Box Docs and Forms).
• Experience with PeopleSoft.
• Ability to communicate professionally and effectively both orally and in writing.
• Ability to proofread and edit written documents.
• Ability to interact collaboratively with internal and external parties in a courteous and efficient manner.

Responsibilities

• Coordinate semester course scheduling by preparing scheduling templates, building and updating records in Student Administration (PeopleSoft), and resolving discrepancies. Collaborate with area coordinators, the Registrar’s Office, and other departments on cross-listed courses, room assignments, and scheduling conflicts. Troubleshoot scheduling issues, reserve classrooms (in 25Live/R25) and secure spaces for departmental events. Run REX reports starting about 3 weeks before each semester starts three times a week to monitor course enrollments. Enter enrollment data into excel and send to the Department Chair and all area coordinators.
• Assign faculty advisors to undergraduate majors and minors, provide general advising support, and assist with orientation-related inquiries, placement, and course permissions. Advise students on fulfilling language requirements and process waivers or proficiency documentation. Update student records and degree audits in PeopleSoft and communicate outcomes. Offers general advising when faculty is not available. Answer calls from Orientation Advising who are requesting language placement and or course permission.
• Maintain calendars, schedule meetings, and prepare reports. Collect, analyze, and present data to support strategic planning, assessment, and reporting.
• Respond to inquiries from prospective, current, and former students, parents, and campus partners via email, phone, and in-person communication, providing accurate program information.
• Lead and advise on all aspects of event planning, including logistics, promotion, cross-campus collaboration, and post-event assessment. Serve as liaison with other campus partners such as the Office of Institutional Advancement (Alumni Relations), University Communications and Marketing, Event and Conference Services, Facilities Management, and others as needed. Order catering and swag, and set up the conference room.
• Order office supplies and keys, and request cleaning of physical space, as needed. Collects and updates information on office hours. Maintains departmental listservs, MLLI website and social media. Strengthen communication channels with internal and external audiences. Shares events and other slides on Rise Vision Display. Monitors Conference Room instructional technology. Submits work orders when needed.
• Other duties as needed.

Benefits

• 14 Days of Annual Leave (increases with years of service)
• 15 Days of Sick Leave
• 15 Holidays
• 3 Personal Days
• 8 credit hours per semester Tuition remission at UMBC for eligible dependents after two years of FT employment
• Life and disability insurance
• Retirement/Pension plan
• Professional development opportunities
• Wellness opportunities

What This Job Offers

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