Program Administrator III

Program Administrator III

The Program Administrator III in the Department of Civil and Environmental Engineering provides advanced program and administrative support that facilitates the Department Chair's effective leadership of the department. The position coordinates complex department-wide events and initiatives; supports strategic planning and communications; cultivates engagement with alumni, industry partners, and other stakeholders; and provides operational support to faculty committees and advisory groups.

Working under the general supervision of the Department Chair and in close partnership with the Senior Department Administrator, the Program Administrator III independently plans and executes assigned programs and projects, anticipates needs, and represents the department professionally with internal and external audiences. The role requires sound judgment, exceptional organization, strong writing and interpersonal skills, and the ability to manage multiple priorities and deadlines.

The ideal candidate is a highly organized and proactive professional with strong event-planning, writing, and communication skills. They can manage multiple priorities, anticipate needs, and work collaboratively with faculty, staff, students, alumni, industry partners, and other stakeholders while providing professional support to the Department Chair and departmental programs.

Minimum Requirements:

• Bachelor's degree. In lieu of the education requirement, additional related experience above and beyond the required experience may be substituted on an equivalent year-for-year basis.
• Two or more (2+) years of related experience in program administration, office administration, event planning, executive support, or a related area. Additional related education may substitute for the experience requirement on an equivalent year-for-year basis.

Skills:

• Strong organizational, time-management, and project-coordination skills.
• Demonstrated ability to plan and execute events and manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including the ability to draft and edit professional correspondence and program communications.
• Strong interpersonal and customer-service skills, with the ability to work effectively with diverse internal and external stakeholders.
• Ability to exercise sound judgment, anticipate needs, solve problems, and develop appropriate contingency plans.
• Ability to work independently and collaboratively while maintaining professionalism, discretion, and attention to detail.
• Proficiency with Microsoft Office, Google Workspace, and related administrative and event-management tools.

Preferences:

• Experience planning complex events in a university, nonprofit, professional association, or similarly complex organization.
• Experience providing executive-level administrative support and supporting alumni relations, industry engagement, advisory boards, or external partnerships.
• Experience drafting and editing professional communications and using data tracking, reporting, event-management, or customer relationship management tools.

Essential Functions:

• Provides advanced support to the Department Chair, including calendar coordination, meeting preparation, correspondence, stakeholder communications, and follow-up.
• Supports planning and execution of the department's strategic plan by coordinating activities, monitoring progress, gathering information, and preparing communications, reports, and other materials.
• Plans and executes department events, including monthly meals, the graduate poster session, CEE Town Hall, Alumni Weekend activities, and industry round tables and luncheons.
• Develops event workplans, timelines, communications, promotional materials, invitations, registration processes, vendor arrangements, catering, facilities and audiovisual logistics, and post-event follow-up and assessment.
• Coordinates engagement with alumni, industry partners, advisory board members, university colleagues, students, and other stakeholders and maintains records.
• Supports faculty meetings, department committees, and the CEE Advisory Board through scheduling, agenda development, meeting materials, catering, action-item tracking, and follow-up.
• Administers program operations and special projects, establishes efficient processes, and ensures activities are completed accurately, on time, and in alignment with department goals.
• Creates and implements outreach and communications plans for department programs and initiatives across email, web, print, and other appropriate channels.
• Interprets and applies university and department policies; collects and analyzes information; prepares reports; and recommends improvements to program procedures and effectiveness.
• Provides support to departmental student organizations and other initiatives; represents the department at university meetings and with external partners; and performs other duties as assigned.

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