Program Administrative Specialist

Job Title

JR102210 Program Administrative Specialist (Open)

Department

Academic Affairs, PM

Position Type

Regular

Open Date

10-11-2026

Salary

$60,000 - $70,000

Job Description

The Program Administrative Specialist position is responsible for providing very high level of administrative support to the Division of Academic Affairs, and the Office of the Provost in particular. This position will report to the Provost and Vice President for Academic Affairs.

Responsibilities

• Provide complex administrative secretarial and clerical support to the Office of the Provost. Serves as Executive Assistant to the Leadership in the Office of the Provost.
• Arrange meetings and conferences as required.
• Schedule interviews and appointments where relevant and as requested.
• Edit, proofread and format a variety of documents and materials created by management and other staff members.
• Maintain paper and electronic filing systems; sort out documentation for filing, and conduct periodic purging of the filing system.
• Record all paperwork submitted to the Office of the Provost after review and signature by the Provost Office Leadership.
• File administrative personnel documents.
• Supervise screening of telephone calls and visitors to the office.
• Prepare relevant documentation for reimbursement of expenditure incurred through the utilization of the corporate and Diners Club cards issued to the Associate Provosts.
• Attend meetings and record minutes upon request.
• Coordinate travel requests (including airline and hotel reservations and ground transportation arrangements) for the Office of the Provost and other personnel when required, and prepare relevant documentation with regard to requests for reimbursement.
• Liaise with other departmental administrative assistants as required to support the general management and administrative offices.
• Provide back-up support to the Staff Assistant in his/her absence.
• Independently handle other routine matters as appropriate.
• General Duties:
  • Assist, where required, in coordinating logistical activities (student/faculty contracts, budget processes [budget transfers, expenditure/revenue transfers, budget monitoring], purchase requisitions, travel arrangements) for grant and state-funded programs.
  • Assist, where required, in coordinating logical activities (students' contingent requisitions/contracts, faculty overloads, pay letters, purchase requisitions) for grant and state-funded programs.
  • Proof and edit proposals and other administrative documentation prior to dissemination/submission.
  • Input position descriptions into the Human Resources People Admin system as required.
  • Maintain inventory of the office's stationery and replenish inventory as required. (including replenishing of stationery for the Office of International Education and Student Services).
  • Liaise with DIT and other external vendors with regard to troubleshooting of office equipment; source required office equipment as required and prepare the relevant documentation for ordering equipment and supplies.
  • Assist with varying students' issues as necessary.
  • Provide administrative assistance to other departments/individuals where required.
• Other Duties as Assigned:
  • Provide a high level of executive and administrative support and handle matters of a highly confidential and/or sensitive nature.
  • Maintain open lines of communication with internal and external constituents on behalf of the office of the Provost.
  • Act, where required as backup to the Staff Assistant in undertaking the relevant timesheet entry for the Provost and Vice President for Academic Affairs.
  • Brief the Associate Provosts and Staff Assistant on matters which require immediate or continuous attention.
  • Reply to routine inquiries as directed.
  • Assist in the administration of policies and procedures, including packaging new hire paperwork and forwarding to the Provost for review and approval.
  • Assist in maintaining employment contracts for faculty.
  • Assist in maintaining tenure review schedule and coordination of faculty notifications.
  • Assist in the preparation and dissemination of Annual Full-time Salary Notification Letters .
  • Periodically audit all faculty records maintained for accuracy, current information and other documents as required.

Qualifications

• Bachelor’s Degree required. Master’s degree in administration or related area strongly preferred.
• Minimum five (5) years of administrative office support experience required.
• Highly skilled knowledge of, and skills in the practical application of generally accepted office practices and…