Program Administrative Specialist (Contingent II/Grant Funded)

Job Posting:

JR101981 Program Administrative Specialist (Contingent II/Grant Funded) (Open)

Department:

BSU Graduate Resource Center, JM

Position Type:

Non-Regular Fixed Term (Fixed Term)

Open Date:

07-10-2026

Close Date:

$51,069 - $56,147

Job Description:

The Program Administrative Specialist is responsible for supporting the planning, implementation, and tracking of specific short-term and long-term projects within the Graduate Research Center (GRC) and BSU Graduate School. This role involves ensuring all project activities align with the Graduate Research Center & BSU Graduate School’s goals and objectives, as well as coordinating with various stakeholders to ensure successful project execution.

Responsibilities:

• Duties and responsibilities are, but not limited to –

• Project Planning and Development:
  • Assist in the development of project plans, including defining project scope, goals, deliverables, and timelines.
  • Conduct feasibility studies and risk assessments to identify potential challenges and mitigation strategies.
• Project Execution and Monitoring:
  • Coordinate and manage project activities to ensure they align with the project plan and organizational objectives.
  • Monitor project progress and make adjustments as needed to ensure timely completion.
  • Maintain detailed project documentation, including project plans, status reports, and communication logs.
• Stakeholder Management:
  • Serve as a liaison between project teams, management, and stakeholders.
  • Facilitate communication and collaboration among stakeholders to ensure project alignment and buy-in.
  • Prepare and deliver presentations on project progress, issues, and solutions to stakeholders.
• Resource Management:
  • Identify and allocate resources required for project completion.
  • Coordinate with internal and external resources, including vendors and contractors, to ensure project needs are met.
  • Manage project budgets and track expenditures to ensure financial accountability.
• Quality Assurance:
  • Ensure project deliverables meet quality standards and client expectations.
  • Implement and monitor quality control processes and procedures throughout the project lifecycle.
  • Conduct post-project evaluations to identify areas for improvement and lessons learned.
• Compliance and Reporting:
  • Ensure all project activities comply with relevant laws, regulations, and organizational policies.
  • Prepare and submit regular project reports to management and stakeholders.
  • Track project metrics and performance indicators to assess project success and impact.
• Professional Development:
  • Stay current with best practices in graduate education and student services.
  • Attend relevant conferences, workshops, and training sessions.
  • Network with other professionals in the field to exchange ideas and resources.

Minimum Qualifications:

• Bachelor’s degree required. Master’s degree preferred.
• Experience as an administrative specialist or executive support specialist that included administrative support for a project, program, or operation.  Administrative support includes duties beyond clerical/secretarial such as interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations.

Preferred Qualifications:

• Knowledge of administrative procedures including planning, budgeting, personnel, data analysis and report preparation
• Knowledge of College/departmental policies and procedures and the ability to apply them appropriately to provide services
• Knowledge of and skill in the use of word-processing, desktop publishing, spreadsheet and database software
• Knowledge of bookkeeping procedures; knowledge of and skill in the use of appropriate database applications as required by the position.
• To develop special reports to program functionality and compliance with Title III and Dept. of Education
• Ability to understand and follow instructions in the form of program documentation
• Ability to perform analysis to generate required reports
• Knowledge of and skill in maintaining automated office records systems
• Ability to conduct research, gather and organize information and prepare reports
• Ability to develop budget recommendations for a supervisor
• Ability to maintain budget and fiscal records and to produce cost projections and other fiscal or grant reports
• Ability to interact with students, staff and the public in a pleasant, tactful and courteous m