Program Administrative Coordinator

Overview

The Program Specialist provides day-to-day administrative and operational support for the Biomedical Sciences Ph.D. and M.S. programs. This role supports the Program Director in advancing a nationally competitive, dual-campus graduate program and ensuring an excellent educational experience for students. The Program Specialist must demonstrate strong organizational skills, project management abilities, and the capacity to support the integration and coordination of academic activities across two centers of learning.

Program Operations & Administration

• Serve as the primary point of contact for applicants, students, and faculty, providing timely and accurate responses.
• Oversee daily functioning of the Program Office and ensure smooth administrative operations across the main ODU and VHS campuses.
• Maintain comprehensive student records; manage forms and documentation for the Registrar, Financial Aid, Human Resources, and affiliated departments.
• Track student academic progress, enrollment status, annual requirements, and compliance with program policies.
• Coordinate program handbooks, annual updates, and other educational documents.

Curriculum & Educational Support

• Coordinate course scheduling, room bookings, and audiovisual support; communicate academic updates to students and faculty.
• Collect and archive syllabi, educational materials, and curricular updates.
• Provide faculty support for learning management systems (Canvas), including course setup and navigation questions.
• Collaborate with instructional designers and faculty to support educational technology and durable teaching resources.

Admissions, Recruitment & Student Engagement

• Manage the admissions workflow using a web-based application system, including applicant communication, file completion, and committee preparation.
• Coordinate interview schedules, itineraries, and evaluation collection for applicants.
• Assist with planning and executing Open House and recruitment events, student welcome activities, and community-building initiatives.
• Serve as an accessible resource for student concerns and direct students to appropriate supports.

Communication, Marketing & Web Management

• Manage and update program websites and digital content; collaborate with Marketing and Communications to support recruitment and enhance program visibility.
• Maintain program newsletters, announcements, and regular communications with students and faculty.

Budget & Resource Management

• Process purchases, travel reimbursements, and program-related expenses; reconcile monthly expenditures.
• Maintain program budgets and generate financial reports.
• Establish and maintain relationships with outside vendors for events and program needs.

Project Management

• Identify, implement, and manage systems to enhance administrative efficiency and program operations.
• Support strategic initiatives such as curriculum review, dual-campus integration, and development of faculty resources and alumni networks.

Required

• Academic Platform Adaptability: Demonstrated aptitude for rapidly learning and effectively utilizing specialized higher education systems (e.g., Banner, Canvas) for tasks such as registration, grade entry, and financial record keeping.
• Digital Recruitment & Outreach: Proven ability to create, post, and manage content on professional social media platforms for the express purpose of program advertising and recruiting target audiences.
• Professional & Detailed Communication: Exceptional written communication skills to prepare official documents and correspondence, ensuring accuracy and professionalism when interacting with students, faculty, and administrators.
• Data Management & Analysis: Proficiency in using advanced spreadsheet features (e.g., pivot tables, formulas) in Microsoft Excel or Google Sheets to track, organize, and report on program data.

Preferred

• Master’s degree in business, education, or health management OR significant academic program management experience preferred.