"Program Management Specialist"

Job Description

To provide comprehensive programmatic and administrative support to the Division of Research and Innovation by ensuring the efficient operation of divisional activities, initiatives, and resources. This position supports the Vice President for Research and Innovation in advancing the University’s research mission through office management, budget and data coordination, policy and process development, and the facilitation of training, workshops, and events. The role is designed to strengthen organizational effectiveness, enhance communication across internal and external stakeholders, and promote a culture of service, accountability, and compliance within the Division.

Duties & Responsibilities:

• Provides office management support to the Vice President of Research and Innovation (VPRI).
• Manages the calendar and schedules appointments and other events for the VPRI.
• Ensures that supplies are well stocked and equipment in the divisional office is maintained on a continuous basis.
• Schedules and attend divisional meetings; takes and distributes summary notes to all attendees.
• Maintains and updates calendar for the VPRI.
• Assists with special projects and programs run by the office.
• Manage and update pertinent policies, procedures, workflows and processes in manuals and handbooks associated with the Division of Research and Innovation.
• Responds to office inquiries from internal and external constituents.
• Maintains a staff training schedule and works closely with the VPRI to ensure all staff are adequately trained appropriately.
• Provides a high level of service and delivery to faculty and staff.
• Works with other office personnel to coordinate and implement various training sessions, workshops and other events, handbooks and office communications such as newsletters, website resources, etc.
• Manages and tracks mail (hard copy and email) and responds to moderately complex inquiries including status requests from PIs and project teams including directing them to the appropriate office and person.
• Provides event planning support including logistics and project management support.
• Makes referrals to pertinent staff, academic departments and others upon request.
• Maintains manual and automated record-keeping filing systems for mail and other office records.
• Sorts and files documents; operates office equipment such as computers, calculators, facsimile machines and photocopiers and works with vendors to ensure equipment is timely and properly maintained and service.
• Collects, compiles, and analyzes pertinent data for internal and external reporting purposes.
• Develops and processes requisitions, budget forms, travel requests and reimbursements, and other documents for the office and maintains spreadsheets and all documentation on various divisional activities.
• Provides oversight of divisional budgets and expenditures ensuring VPRI approval.
• Arranges and manages complex and detailed travel requests, travel plans, itineraries, reimbursement requests, ensuring that all necessary and required documents related to travel are collected and allowed as they relate to meetings for divisional office staff.
• Designs and develops documents such as periodic newsletter and office announcements; assisting in collating and maintaining office procedures and the ORSP grants manual.
• Works with office managers and DoIT to develop forms and other documents necessary for the operational functionality of Division of RI.
• Works with various vendors to ensure that all software applications and subscriptions used by the Division of RI are maintained, renewed and kept current.
• Reconciles monthly university credit card account(s).
• Performs duties as assigned by the Vice President or designee.

Required Knowledge, Skills & Abilities:

• Experience in an office setting with office support and project management experience.
• Demonstrate strong writing and oral communication and organization skills. Can use new technology to increase productivity for the office.
• Ability to work independently with a strong work ethic and interact with all levels of staff, faculty, administrators and external constituents.
• Ability to proofread and edit written documents.
• Skill in various computer software packages including word processing, spreadsheets, database and presentation programs, internet, email and calendaring software.
• Ability to establish and maintain effective work relationships and to interact in a courteous and efficient manner.
• Ability to prioritize and execute multiple and continuing assignments with general instructions.

Minimum Training & Experience:

Bachelor's Degree required. Two years’ experience preferred in administrative and project management support required.

Conditions of Employment:

Typical office and professional job conditions. Walking between buildings may be necessary given the normal physical layout of the University campus.

Additional Job Information:

Benefits include medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and life insurance; paid time for paid sick leave, annual leave, and personal leave; 12 paid holidays per year, tuition remission; employer-funded pension and supplemental retirement accounts.