Program Specialist

Indian River State College•Port Saint Lucie, FL

3d•$17

About The Position

Join the Indian River State College Team – Exceptional Benefits Await You! At Indian River State College, you’ll do more than just build a career—you’ll have the opportunity to make a meaningful impact by supporting our students, staff, and faculty. In return, we offer a comprehensive benefits package designed to promote your well-being, secure your future, and enhance your work-life balance. Comprehensive Health Coverage We prioritize your health with Medical, Dental, Vision, Flexible Spending Plans, Employee Assistance Program (EAP), Life insurance and Supplemental plans to help you stay physically and mentally well with access to essential wellness resources. We offer PPO and HMO plans with an affordable cost. (PPO/HMO option with $50 per month for individual coverage and $180 per month for family coverage) Retirement Plans for a Secure Future Plan for a bright future with our robust retirement options, rarely matched in the private sector. Secure your financial future with state retirement options through the Florida Retirement System (FRS) and additional investment opportunities like tax-deferred annuities and Roth 403(b) plans. Generous Paid Time Off Enjoy a healthy work-life balance with ample vacation, personal, and sick leave. Recharge and return to work refreshed and motivated. Employee Discounts: Enjoy exclusive discounts on various services, including tickets to popular attractions in the area. Professional Growth Opportunities Build your career with purpose by engaging in meaningful projects and professional development opportunities. Indian River State College provides the tools and support needed to help you reach your full potential. Join Our Team as a Program Specialist! Are you a detail-oriented dynamo with a passion for organization and teamwork? Look no further! We’re hiring a Program Specialist to rock our office operations at Indian River State College. We offer competitive pay, a comprehensive benefits package, and a supportive work environment. Ready to level up your career? Job Description: ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: The essential job functions and responsibilities for this position include, but are not limited to: Assisting and supporting the Program Director and Program Coordinator in maintaining effective, well-organized office operations. Coordinating and handling training events. Maintaining information and classes on the website. Creating flyer and Email templates to use for promotion of classes and services. Assisting in securing and coordinating presenters and speakers for events and seminars. Answering incoming telephone calls and directing them to appropriate individuals. Answering questions related to registration, course offerings, and training programs, assisting employers and businesses with paperwork and questions. Completing all clerical activities of the center. Must be detail oriented. ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES (CONT’D): Creating and maintaining the database and electronic files of all employers and businesses. SPECIFIC DUTIES AND RESPONSIBILITIES: The specific duties of this position include, but are not limited to: Coordinating and preparing for events, such as reserving rooms, ordering food/refreshments, creating agendas, and working with security, physical plant, Institutional Advancement, and Institutional Technology departments. Assisting in securing and coordinating presenters and speakers for events, seminars, and promotional activities. Monitoring and maintaining all email marketing and social media marketing. Assisting with the development and execution of seminars, workshops, forums, and conferences. Flexibility to work some evenings and weekends including some early morning for special events. Creating invoices and working with Accounts Receivables and Accounts Payable department. Tracking time and pay for all independent contractors and part-time instructors. Serving as the receptionist, answering the telephone, and transmitting messages in a professional manner. Filing for the department. Typing and composing effective correspondence, memoranda, and employers’ file documentation. Maintaining and updating data, files, and contracts in manual and electronic formats. Completing data entry. Ordering brochures, forms and office supplies. Scheduling appointments, coordinating and setting up various meetings, and taking minutes, as needed. Making travel arrangements and reservations as needed. Transmitting routine directives of the Program Director and Program Coordinator to project personnel. Creating a data base including, but not limited to Microsoft Office applications of Microsoft Word, Access and Excel. Completing elementary bookkeeping or record keeping as well as budget monitoring as assigned through Workday. Opening and distributing mail. Managing the overall effectiveness of the office. Assisting with all activities and other duties as assigned by the Program Director.

Requirements

Bachelor’s degree from an accredited institution.
Excellent telephone etiquette.
Proven experience with Microsoft Office and Windows applications to include experience in creating databases and POWERPOINT presentations as well as completing data entry.
Excellent communication skills (written and verbal) necessary to provide information to the administration, staff, and clients regarding program services and information.
Ability to communicate effectively with diverse student populations, administration, faculty, staff, and confidential matters.
Innovativeness, professional knowledge, accuracy of work, maintenance of confidentiality, and ability to meet deadlines are critical to this position.
Strong organizational and interpersonal skills.
Ability to successfully respond to the needs of clients in a timely fashion.
Ability to maintain strict accuracy and be detail oriented.
Strong business aptitude to include the ability to prepare/create accurate reports.
Ability to work independently as well as with others and be self-motivated.

Nice To Haves

Two (2) years of proven clerical experience is preferred.

Responsibilities

Assisting and supporting the Program Director and Program Coordinator in maintaining effective, well-organized office operations.
Coordinating and handling training events.
Maintaining information and classes on the website.
Creating flyer and Email templates to use for promotion of classes and services.
Assisting in securing and coordinating presenters and speakers for events and seminars.
Answering incoming telephone calls and directing them to appropriate individuals.
Answering questions related to registration, course offerings, and training programs, assisting employers and businesses with paperwork and questions.
Completing all clerical activities of the center.
Creating and maintaining the database and electronic files of all employers and businesses.
Coordinating and preparing for events, such as reserving rooms, ordering food/refreshments, creating agendas, and working with security, physical plant, Institutional Advancement, and Institutional Technology departments.
Monitoring and maintaining all email marketing and social media marketing.
Assisting with the development and execution of seminars, workshops, forums, and conferences.
Flexibility to work some evenings and weekends including some early morning for special events.
Creating invoices and working with Accounts Receivables and Accounts Payable department.
Tracking time and pay for all independent contractors and part-time instructors.
Serving as the receptionist, answering the telephone, and transmitting messages in a professional manner.
Filing for the department.
Typing and composing effective correspondence, memoranda, and employers’ file documentation.
Maintaining and updating data, files, and contracts in manual and electronic formats.
Completing data entry.
Ordering brochures, forms and office supplies.
Scheduling appointments, coordinating and setting up various meetings, and taking minutes, as needed.
Making travel arrangements and reservations as needed.
Transmitting routine directives of the Program Director and Program Coordinator to project personnel.
Creating a data base including, but not limited to Microsoft Office applications of Microsoft Word, Access and Excel.
Completing elementary bookkeeping or record keeping as well as budget monitoring as assigned through Workday.
Opening and distributing mail.
Managing the overall effectiveness of the office.
Assisting with all activities and other duties as assigned by the Program Director.

Benefits

Medical
Dental
Vision
Flexible Spending Plans
Employee Assistance Program (EAP)
Life insurance
Supplemental plans
PPO and HMO plans with an affordable cost. (PPO/HMO option with $50 per month for individual coverage and $180 per month for family coverage)
Florida Retirement System (FRS)
Tax-deferred annuities
Roth 403(b) plans
Vacation, personal, and sick leave
Employee discounts on various services, including tickets to popular attractions in the area.
Professional development opportunities