Program Specialist

Position Title

Program Specialist

Employee Type

Regular

Office/Department

Student Health and Edu Srvcs

Work Environment

Loyola University Maryland Main Campus

Job Type

Full time

Benefits at Loyola

https://www.loyola.edu/department/hr/benefits/

Compensation Range

$23.48 - $29.34

Anticipated Start Date

05/01/2025

If Temporary or Visiting, Estimated End Date

Position Duties

Provides a diverse array of operational support for program(s)/academic program(s), while independently coordinating priorities including managing program operational budgets, as well as tracking and analyzing data in support of program, department, and University goals. Provide support and customer service to the department.

Essential Functions

• Manage and conduct analysis on program budget(s). Monitor, review, and reconcile program budget(s) with general ledger entries in Workday to ensure financial transactions are recorded accurately and in a timely manner. Resolve discrepancies and communicate any issues. Track and analyze expenditures to provide budgetary analysis of course and program-relate costs. Monitor billing and prepare invoices, ensuring timely payments. Prepare and format reports, perform data entry and track data on a regular and as needed basis. May assist in identifying new sources of grant funding.
• Assists department/academic program chair/program directors by providing input to program schedules. Complete required process to modify and update schedules as needed. Liase with human resources for onboarding new employees/faculty: coordinating technology, system access, and contract completion. Handle scheduling and calendaring for department/program directors and communicate information regarding cancellations or changes. Coordinate events, meetings and conferences; manage program/event registrations and communications; coordinate room reservations, refreshments, set-up, equipment, and provide logistical support. Make appointments and travel arrangements when necessary.
• Assist team/supervisor with various projects, orientations, and strategic planning efforts (i.e. creating, managing, and developing program-level assessment, rubrics, social media content, marketing and communication materials). Manage database and assist with analysis for program engagement and evaluation. Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned. Provide progress reports and alert supervisor to barriers and significant problems.
• Manage administrative functions of department/academic program(s), including managing department/program websites. Independently establish priorities and identify and proactively resolve problems that are administrative in nature. Answer phone calls and direct calls to the appropriate party; handle routine inquiries. Draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents and files. Organize and maintain electronic and other files and records. Proofread documents for accuracy. Sort and distribute incoming mail and correspondence. Collect and prepare information for use in discussions and meetings, etc. Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance, and troubleshooting of equipment. Supervise work-study students. Resolve or appropriately refer questions, requests, complaints, and problems.

SHS Department Functions

• Responsible for providing administrative support to ensure smooth office operations. This includes managing the Electronic Medical Records system, coordinating daily office activities, handling patient and parent inquiries, and assisting with insurance, billing, and healthcare compliance. The role also involves managing appointments, maintaining medical records, and contributing to online engagement efforts social media efforts. Strong organizational and communication skills are essential, along with the ability to prioritize tasks and work collaboratively in a fast-paced environment.
• Supports the SHS Director in gathering and preparing budget-related information and annual/semi-annual data statistics for reporting purposes. 
• Orders all office/clinical supplies for the SHS department and manages the completion of correspondence, purchase orders, reports, and other documentation as needed. 
• Health records management – Maintaining confidential files and databases and oversees semester registrations to ensure that health records are accurately filed, and immunizations are compliant. Sending communicati