Program Specialist

General Description of the Position

The position's primary function is to manage the daily support functions of the unit to ensure smooth and efficient operations. The position provides programming and administrative support to the supervisor, program staff, and students. They will implement, coordinate, and monitor student activities and records. The incumbent will report to the Director of Liberal and Integrated Studies.

Essential Functions & Required Knowledge, Skills and Abilities

Essential Functions
The following are the functions essential to performing this job:
1. Manages the day-to-day office operations with minimal direct supervision; approaches daily and weekly functions proactively and efficiently with attention to task management, time management, and task follow-up.
2. Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office/unit operations; assists in developing efficient office procedures.
3. Assist with individual and group counseling advisement for graduate and undergraduate students from recruitment to enrollment.
4. Coordinate program services with other collegiate student services, academic departments, and advisement offices.
5. Maintain and update graduate and undergraduate student records; develop and maintain standard operating policies and online procedure manuals.
6. Processes invoices, requisitions, and purchase orders and assists with tracking expenditures, forecasting budget requirements, and making appropriate travel arrangements for the unit.
7. Collect data, perform assigned statistical and research work, and prepare rough drafts and final drafts of reports.
8. Arrange and attend meetings with internal and external committees and schedule appointments, meetings, and conferences, including documentation of meeting minutes as necessary.
9. Prepares and maintains social media presence on selected platforms such as Instagram, LinkedIn ,and Twitter; oversees and coordinates marketing activities to promote the unit programs.
10. Oversee the management of the office/unit budget.
11. Meet with and answer inquiries and emails of students, employees, and visitors as requested.
12. Direct and conduct special projects for superiors that may involve issues of a sensitive or confidential nature.
13. Review correspondence and reports, determine the authority level to handle issues, and direct to appropriate staff for completion.
14. Establishes tracking and monitoring systems and conducts follow-ups to ensure effective resolution of matters.
15. Maintains and controls data and filing systems to ensure documentation of effective, accurate, and easily retrievable operations and project activities.
16. Performs other related duties as assigned.

Other Functions
Individuals in this job may be assigned one or more tasks: rotating or as needed.
1. Responsible for collecting and analyzing statistical data as assigned and preparing draft reports.
2. Assists in inputting and retrieving data via the university computing system
3. Initiates contacts with students and makes appropriate referrals based on students' needs.
4. Schedule and provide evening office hours, as needed, for student appointments and other scheduled activities.

The individual in this job must possess these skills and abilities and explain and demonstrate that they can perform the job's essential functions, with or without reasonable accommodation, using some other combination of skills and abilities.
1. Must possess skills and abilities or be able to explain and demonstrate that they can perform the job's essential functions with or without reasonable accommodations.
2. Have excellent oral and written communication skills.
3. Proficiency in the methods and techniques of composing written communications, such as responsesto inquiries and narrative reports.
4. Proficiency in Microsoft Office products, including word processing, graphics, spreadsheets, TEAMS, and OneNote.
5. Proficiency in the knowledge of university software – BANNER, DocuSign, Web conferencing platforms- Cisco WebEx and ZOOM.

Qualification Standards

1. Education: Required Bachelor's degree in Business Administration or Management or a related field. A Master's degree is highly preferred.
2. Successful Experience: Five to seven years of demonstrated experience in office management and bookkeeping, and working in-person or in an online environment
3. Mastery of the Microsoft Office suite and web conferencing, proficiency in project management, standard office technology and equipment, knowledgeable about AI usage in the workplace.
4. Superior customer service and effective communication skills with all levels of personnel
5. Other preferences: Experience in developing and managing special projects

Performance Standards & EEO Statement

The criteria for an evaluation in this position include, but are not limited to, the following:
1. Demonstrate knowledge of the DSU Fundamentals and proficiency in the knowledge, skills, and abilities for this position.
2. Completion and quality of work according to guidelines and timelines established by the supervisor.
3. Ability to work in a fast-paced environment and handle multiple priorities
4. Complies with all university, state, and federal rules and regulations, including, but not limited to, health and safety policies, sexual harassment, administrative rules, civil rights laws, etc.
5. Must be willing to maintain an appearance appropriate to assigned duties and responsibilities

EEO Statement

Delaware State University is an Equal Opportunity Employer. The University does not discriminate on the basis of gender, race, religion, age, national origin, color, marital status, sexual orientation, citizenship or disability, veteran or military status, gender identity or genetic information. Auxiliary aids and services are available upon request to individuals with disabilities. The University is committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.

Equal opportunity employer/program'' and “auxiliary aids and services are available upon request to individuals with disabilities''.