Program Specialist
Job Summary
Coordinates and administers the day-to-day operations of assigned program(s), including planning, implementing, and evaluating program activities and services. Provides administrative oversight of program functions and serves as a liaison with internal and external stakeholders. May supervise support staff and ensure compliance with institutional policies and applicable regulations.
The Program Specialist manages and coordinates graduate program operations for the Doctor of Audiology (AuD), Master of Science in Speech-Language Pathology (SLP), and PhD programs within the Department of Communication Sciences and Disorders. This position oversees the full student lifecycle including admissions, onboarding, compliance tracking, academic progression, and completion.
This role serves as a key liaison between students, faculty, the Graduate School, and clinical training faculty and staff while ensuring compliance with university policies, accreditation standards (e.g., ASHA), and regulatory requirements (e.g., CAA). The position requires independent decision-making, strong organizational skills, and management of multiple complex processes and systems.
Responsibilities
- Coordinates daily operations of graduate programs, including admissions, enrollment, and student progression.
- Manages applicant processing and admissions workflows across systems (e.g., SMAK, Graduate School platforms, CAPCSD, tracking programs (e.g., Typhon), departmental databases).
- Develops and maintains cohort records and student tracking systems.
- Monitors and verifies student compliance requirements (e.g., background checks, immunizations, HIPAA, CPR certification, drug screening) using systems such as Typhon and Canvas.
- Coordinates clinical readiness processes in alignment with accreditation standards.
- Tracks student academic and clinic progress, committee assignments, and program milestones through degree completion.
- Prepares and distributes official program communications, including admission decisions and completion documentation, including shared Praxis exam results.
- Coordinates course scheduling, classroom assignments, and faculty instructional support (including CLSS processes).
- Maintains required documentation such as syllabi for accreditation review.
- Organizes recruitment and prospective student events (virtual and in-person).
- Serves as primary contact for student inquiries and provides introductory guidance on program requirements and processes and connects students to graduate program directors as appropriate.
- Supports undergraduate program compliance activities, including observation hours and training requirements.
- Provides general office coordination, including phone coverage, mail distribution, and facility access support.
- Generates reports and maintains data related to student outcomes, course evaluations, and program metrics.
- Provides functional oversight to support staff and student employees.
Problem Solving
Incumbent exercises judgment in interpreting policies, coordinating multiple program requirements, and resolving student and program-related issues in coordination with the program directors and departmental leadership. Develops and improves processes to ensure efficient program operations and compliance.
Knowledge / Skills / Abilities
- Ability to coordinate complex programs and manage multiple processes simultaneously
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- Ability to handle sensitive and confidential information
- Proficiency in database systems, spreadsheets, and reporting tools
- Ability to work independently and collaboratively
Minimum Qualifications
EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).
Department may hire employee at one of the following job levels:
Program Specialists, II: Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience.
Program Specialists, III: Requires a bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience.
Program Specialists, IV: Requires a bachelor's (or equivalency) + 8 years or a master's (or equivalency) + 6 years of directly related work experience.
Preferences
- Experience in higher education or graduate program administration
- Familiarity with student information systems, learning management systems (Canvas), and clinical tracking platforms (Typhon)
- Knowledge of accreditation standards (e.g., ASHA CAA) or clinical education requirements
- Strong data management and reporting skills
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