Program Administrative Specialist; Contingent II​/Grant Funded

Position: Program Administrative Specialist (Contingent II/Grant Funded)
Job Posting:

JR101981 Program Administrative Specialist (Contingent II/Grant Funded) (Open)
Department:

BSU Graduate Resource Center, JMPosition Type:

Non-Regular Fixed Term (Fixed Term)
Open Date:07-10-2026

Close Date:$51,069 - $56,147

Job Description:

The Program Administrative Specialist is responsible for supporting the planning, implementation, and tracking of specific short-term and long-term projects within the Graduate Research Center (GRC) and BSU Graduate School. This role involves ensuring all project activities align with the Graduate Research Center & BSU Graduate School’s goals and objectives, as well as coordinating with various stakeholders to ensure successful project execution.

Responsibilities:

Duties and responsibilities are, but not limited to –Project Planning and Development:

Assist in the development of project plans, including defining project scope, goals, deliverables, and timelines.

Conduct feasibility studies and risk assessments to identify potential challenges and mitigation strategies.

Project Execution and Monitoring:

Coordinate and manage project activities to ensure they align with the project plan and organizational objectives.

Monitor project progress and make adjustments as needed to ensure timely completion.

Maintain detailed project documentation, including project plans, status reports, and communication logs.

Stakeholder Management:

Serve as a liaison between project teams, management, and stakeholders.

Facilitate communication and collaboration among stakeholders to ensure project alignment and buy-in.

Prepare and deliver presentations on project progress, issues, and solutions to stakeholders.

Resource Management:

Identify and allocate resources required for project completion.

Coordinate with internal and external resources, including vendors and contractors, to ensure project needs are met.

Manage project budgets and track expenditures to ensure financial accountability.

Quality Assurance:

Ensure project deliverables meet quality standards and client expectations.

Implement and monitor quality control processes and procedures throughout the project lifecycle.

Conduct post-project evaluations to identify areas for improvement and lessons learned.

Compliance and Reporting:

Ensure all project activities comply with relevant laws, regulations, and organizational policies.

Prepare and submit regular project reports to management and stakeholders.

Track project metrics and performance indicators to assess project success and impact.

Professional Development:

Stay current with best practices in graduate education and student services.

Attend relevant conferences, workshops, and training sessions.

Network with other professionals in the field to exchange ideas and resources.

Minimum Qualifications:

Bachelor’s degree required. Master’s degree preferred.

Experience as an administrative specialist or executive support specialist that included administrative support for a project, program, or operation. Administrative support includes duties beyond clerical/secretarial such as interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations.

Preferred Qualifications:

Knowledge of administrative procedures including planning, budgeting, personnel, data analysis and report preparation

Knowledge of College/departmental policies and procedures and the ability to apply them appropriately to provide services

Knowledge of and skill in the use of word-processing, desktop publishing, spreadsheet and database software

Knowledge of bookkeeping procedures; knowledge of and skill in the use of appropriate database applications as required by the position.

To develop special reports to program functionality and compliance with Title III and Dept. of Education Ability to understand and follow instructions in the form of program documentation

Ability to perform analysis to generate required reports

Knowledge of and skill in maintaining automated office records systems

Ability to conduct research, gather and organize information and prepare reports

Ability to develop budget recommendations for a supervisor

Ability to maintain budget and…