Program Administrative Specialist

Job Description Summary & Additional Information

Organizational Summary Statement:
The Program Administrative Specialist for the Maryland Business Opportunity Center (MBOC) provides specialized administrative, operational, analytical, and client‑assessment support to advance MBOC's statewide business assistance mission. Working under limited supervision, the position interprets program guidelines, evaluates client information and documentation, exercises independent judgment in prioritizing work and determining next steps, and supports the Program Director, advisors, partners, and businesses served through MBOC.

The role helps ensure efficient program operations, consistent application of requirements, accurate reporting, and effective client service.

• 80% Coordinate daily MBOC operations, including schedules, meetings, intake processing, documentation tracking, workflow sequencing, and follow‑up activities. Apply established MBOC, SBDC, UMD, and grant‑funding requirements; suggest, recommend, and assist in implementing revised procedures and practices that improve efficiency, consistency, and compliance. Maintain accurate client, program, eligibility, metrics, and compliance records in CRM systems, shared drives, and applicable reporting platforms. Conduct initial and ongoing assessments to identify client needs, readiness, barriers, documentation gaps, and appropriate program pathways.
  
  Provide substantive guidance regarding procurement readiness, required documentation, registration steps, program expectations, and available resources within established program parameters. Evaluate client submissions and supporting records for completeness, consistency, and alignment with program standards; determine when additional verification or follow‑up is needed. Recommend appropriate next steps, solutions, referrals, and technical assistance resources based on client circumstances and program requirements. Determine client submissions are sufficiently complete to advance to advisor review or require additional information before proceeding.
  
  Prioritize cases and follow‑up actions based on urgency, risk, program impact, deadlines, and operational needs. Interpret and apply program requirements to unique client situations and determine when issues should be escalated to an advisor or program leadership. Use data, research, documentation review, and client interactions to recommend improvements that strengthen efficiency, compliance, documentation quality, and client outcomes.
• 20% Serve as a liaison among clients, advisors, program staff, statewide partners, community organizations, business‑support agencies, and internal departments to facilitate timely communication and coordination. Draft and distribute program announcements, reminders, client updates, and other information resources for staff, partners, and stakeholders. Coordinate logistics for workshops, webinars, outreach events, training sessions, and community engagement activities, including scheduling, materials, and participant communication.
  
  Compile and prepare monthly, quarterly, and annual reports using CRM data, staff submissions, and other program information; prepare draft reports, recommendations, and support materials for management. Collect, compile, and organize data for ongoing program activities, studies, plans, budgets, grant proposals, and project proposals; identify trends, gaps, and program needs. Maintain documentation and administrative processes in accordance with applicable federal, state, UMD, SBDC, and grant‑funding guidelines and handle sensitive information with tact and discretion.

• Bachelor's degree in business administration, public administration, economics, or related field.
• Experience supporting small business programs, procurement assistance, economic‑development initiatives, or similar business‑support services.
• Experience with CRM or database systems, such as Neo Serra) and familiarity with UMD systems such as Workday, procurement tools, and shared drives.
• Strong organizational, communication, and problem‑solving skills.
• Knowledge of SBDC, MBOC, APEX, VBOC, or similar…