Program Specialist
About The Position
The Program Specialist performs complex program support duties, which may include database and user management, data entry, record keeping, research, and compliance analysis. The role requires accuracy, attention to detail, organization, the ability to manage multiple tasks, strong communication with clients and subcontractors, time management, and leadership skills. The position supports project administration and delivery, including tracking deliverables, coordinating project activities, preparing reports and invoices, maintaining project databases and records, responding to client requests, and managing project materials and equipment. The role also provides customer service and administrative quality assurance and supports the preparation of presentations, training materials, and technical documents.
Requirements
- Two years of college or equivalent.
- Valid California driver’s license with an acceptable driving record and the minimum required level of automobile insurance.
- Three years of experience in a professional office environment.
- Two years of experience providing administrative support.
- Two years of experience coordinating projects.
Responsibilities
- Track project deliverables to ensure tasks are completed on time.
- Coordinate day-to-day project activities and administration.
- Provide customer service and reporting support to projects.
- Facilitate on-site conference-call meetings with clients as needed.
- Research information and documentation in response to management or client requests.
- Develop templates of charts and information graphs for reports, training materials, and other documents as assigned.
- Coordinate all activities for assigned projects.
- Develop project contract-status sheets and update them monthly.
- Enter data and update and manage program information in the database.
- Perform administrative quality assurance and quality control duties according to program requirements.
- Develop project plans that account for timelines, resources, and budgets.
- Edit and produce PowerPoint presentations, training materials, and other technical documents as assigned.
- Maintain the project database.
- Track, compile, and process required paperwork and prepare monthly invoices for assigned projects according to project requirements.
- Review invoices and assign appropriate billing codes.
- Track project expenses and produce expense reports.
- Draft and submit invoices directly to clients.
- Respond to client information requests and administrative questions.
- Coordinate mailing and shipping of materials and overnight packages for assigned projects.
- Manage project equipment and its maintenance.
- Perform other duties as assigned.
Benefits
- Three weeks of paid vacation annually.
- Paid holidays.
- 401(k) retirement plan with employer match.
- Medical coverage.
- Dental coverage.
- Vision coverage.
- Parental leave.
- Employee assistance program.
- Commuter benefits.
- Additional supplemental offerings.
- Employees may be eligible for a discretionary annual bonus.
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What This Job Offers
Job Type
Full-time
Education Level
Associate degree
