Program Specialist

This position supports the implementation and execution of educationally-based internship, fellowship, and research experience programs sponsored by federal agencies and other sponsors by performing key programmatic functions with the intent of the overall mission and the core values of the institution, including placing a primary emphasis on the student learner.

Responsibilities

• Coordinates and performs technical support activities for a major program or program segments.
• Performs a variety of technical tasks, such as, maintaining data and electronic records processing payments, verifying eligibility, collecting, and compiling information and data, preparation of sponsor report and correspondence.
• Establishes priorities and schedules tasks and activities based on program objectives and milestones.
• Performs planning and support activities for meetings, conferences, and seminars when required by the program. Coordinates the logistics, scheduling, travel arrangements, meeting space, food service, and equipment. May provide on-site and off-site administrative support for meetings, conferences, and seminars.
• Performs procurement activities including gathering information, requisitioning, tracking orders and processing payments.
• Engages with applicants, participants, general public, and alumni in virtual outreach and engagement events such as career fairs, information sessions, and webinars. Uses virtual meeting software to communicate and share information with attendees.
• Provides technical assistance to project manager and others.
• Uses a variety of software/databases to administer programs to include Zintellect, ORISE GO, SAP Concur, ORISE Connections and other technical software.
• Administers details associated with application processing.
• Executes tasks detailed in the program marketing and outreach plan including distributing promotional materials using mailings and postings program information in different outlets.
• Supports application process including eligibility screening review and data verification.
• Uses databases, spreadsheets, and electronic financial systems to enter, verify, and maintain data.
• Creates reports from databases and other electronic systems.
• Assists in preparing applicant files for review by sponsor and/or review panels.
• Administers and monitors details associated with participants activities including verifying that all contingencies for appointments are met, processing stipend, health insurance, tuition, professional development, and travel payments.
• Monitors progress of participant appointments, amendments, extensions, and terminations.
• Provides customer service by telephone and email.
• Executes tasks detailed in the program management plan.
• Verifies compliance with programs and ORISE policies.
• Communicates with applicants, recommenders, university staff, sponsors, mentors, general public, and participants via telephone and email.
• Coordinates mass electronic mailings and prepares correspondence, program literature, marketing materials, websites, and reports using a variety of software packages and formats.
• Assists management in the development of processes and actions to maximize program operation efficiencies.

Qualifications

High school diploma and 2-4 years of job related experience. Bachelors degree preferred. An equivalent combination of education and experience requiring similar knowledge, skills, abilities, and performing duties as described may be substituted for the minimum requirements.

• Excellent oral and written communication and organizational skills required.
• Ability to demonstrate critical thinking and problem-solving skills.
• Ability to deal effectively and professionally with a variety of people at various academic levels, professional, and cultural backgrounds.
• Proficient in the use of MS Office Applications including Word, Excel, Outlook, and PowerPoint.
• Knowledge of Share Point, social media, and database applications is desirable.
• Must be self-directed and capable of processing and prioritizing multiple tasks and handling a large and varied workload with minimum supervision.
• Ability to master use of complex software/database systems such as Zintellect, ORISE Go, ORISE Connections etc. Ability to understand how these systems are integrated, significance of the data entered, and how other groups utilize that data (A/P, Payroll, HR).