Program Assistant III

Overview

The Program Assistant III provides comprehensive administrative and operational support to the School of Teacher Education and Leadership (TEAL), ensuring accurate and timely coordination of scholarships, financial processes, academic program functions, inventory oversight, and event planning. This position works collaboratively with faculty, staff, and university offices. Key responsibilities include managing departmental scholarship processes; coordinating committee meetings and financial awards; maintaining non‑capital inventory and asset records;

supporting academic program admissions and student file management; ensuring compliance with financial and registration procedures; and organizing major departmental events such as the Annual Awards Ceremony and Winter Celebration Dinner. The Program Assistant III plays a vital role in supporting student engagement, upholding data integrity, facilitating smooth operations, and contributing to the welcoming and efficient functioning of the department.

• Facilitates departmental scholarships accuracy in the university system.
• Schedules and facilitates scholarship committee meetings.
• Coordinates award amounts with the Business Manager to the College Scholarship Specialist.
• Documents donations and sends thank-you letters to donors.
• Purchases Dept travel accommodations as needed.
• Verifies accuracy of supervisor mileage reimbursement requests.
• Ensures financial course attribute accuracy.
• Acts as receipt attacher for dept cardholders as assigned.

• Verifies and maintains non-capital inventory annually.
• Assigns and tracks asset inventory numbers in the Asset Management system.
• Maintains off‑premises equipment forms and ensures updates and returns are recorded as needed.
• Maintains department technology loan equipment records for temporary use.

• Maintains program admission applications and student records.
• Prepares admissions statistics and submits data to university offices for registration clearance.
• Supports STEP and EAT meetings (e.g., attendance, minutes, application tracking).
• Enters course and program changes, catalog updates, and website content in coordination with the Department Head’s Staff Assistant.
• Supports the Office of Field Experiences, including STEP/ELED application processing and student file management.
• Coordinates with block coordinators and instructors on enrollment, evaluations, and section capacity.
• Monitors student status (GPA, background checks, etc.) and communicates deficiencies to advisors and the Business Manager.
• Schedules and tracks student observation hours with EBLS teachers.
• Conducts ELED 1010 class visits to present observation guidelines and scheduling tools.

• Requests budget approval for all events with the Business Manager.
• Coordinates needed event purchases with Business Assistant.
• Arranges the department’s Annual Awards and Scholarship Ceremony, including donor communication and full event logistics (catering, venue, presenters).
• Organizes the department’s Annual Winter Celebration Dinner including full event logistics (catering, venue, presenters).
• Assists with the Annual Faculty Retreat as requested by the Department Head’s Staff Assistant.

• Updates department directory under the direction of the business manager.
• Provides coverage for main office staff as needed.
• Completes other duties as assigned.

• Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree or an equivalent combination of education and experience.

• Field specific knowledge, skills, and abilities as described in recruitment notice.
• Ability to make routine decisions.
• Skilled in creative problem solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Ability to coordinate and organize meetings and/or special events.
• Records maintenance skills.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Database management skills.
• Basic computer skills.
• Ability to…