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Program Administrative Specialist

Employer
Bowie State University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
May 11, 2023


Posting Details

Job Specification Information

Job Posting Number

S361NE

Position Title

Program Administrative Specialist

Class Title

Staff

Regular or Contingent II

Regular (PIN)

Desired Start Date

05/31/2023

FLSA

Non-Exempt

Grade/Range

$47,951 - $55,000

Open Date

05/11/2023

Close Date

Open Until Filled

Yes

Duties and Responsibilities

1. Schedule and coordinate flow of work to expedite production via phone, fax or email. Distribute work orders to functional units; confers with unit supervisors within Facilities Management to determine work status and coordinate work of various units to accomplish work sequentially.
2. Confer with unit supervisors within Facilities Management to determine material requirements to assure availability of materials and supplies needed to complete work.
3. Performs a full range of clerical to paraprofessional duties related to the day-to-day operations of a program or office. Suggests, recommends, and implements new or revised procedures and practices within the organization.
4. Review work orders for validity, accuracy, justification and feasibility.
5. Gathers data for use in formulation of the organization’s budgets and project proposals.
6. Advises the program head and administrative officials regarding policies, trends, and interpretation of data and program needs.
7. Interacts with internal and external customers of the university. Handles sensitive and confidential information with tact and discretion.
8. Remains current with and maximizes the use of technology for efficient processing, generation of reports, and the like.
9. Confer with unit supervisors within Facilities Management on monthly maintenance budget tracking.
10. Maintain accurate records of budgetary transactions, and collect invoices and work orders to prepare budget reports reflecting maintenance work expenditures.
11. Provide monthly maintenance budget reports and identify short falls and surpluses.
12. Utilize manual and/or automated work control systems to process maintenance work orders.
13. Collect and maintain data from various University departments needed to update annual greenhouse gas records.
14. Update Annual Green House Gas reports utilizing designated collection and reporting tool(s).
15. Maintain updates on ACUPCC website for accurate reporting of University’s greenhouse gas reduction.
16. Update and maintain database for door access systems.
17. Maintain schedules for various campus systems, including exterior lighting schedules and electronic locking systems.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbent performs other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Minimum Qualifications

These are the job duties for required of the position

Education

A Bachelor’s degree is preferred.

Experience

Education in which one has gained the knowledge, skills and abilities required for full performance of the work of the job class may be substituted for education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Knowledge Skills and Abilities

General knowledge of methods, practices, production procedures, and equipment used on maintenance and operations crafts; of basic mathematics including the practical applications of fractions, percentages, ratios and proportions. Working knowledge of work control procedures; of supply and purchasing procedures, budget and accounting processes. Ability to ensure accuracy of budgetary transactions. Ability to communicate effectively both orally and in writing; to operate automated work control and recordkeeping systems. Skill in the use of office automation software and its applications, ability to establish and maintain effective working relationships, to handle sensitive materials with discretion and tact, to present ideas and information clearly and concisely, both orally and in writing. Ability to independently handle multiple tasks and set priorities.

Conditions of Employment

Please be advised, COVID -19 vaccinations are encouraged but not required for faculty and staff to be employed at Bowie State University. This protocol is subject to change.

A skills level assessment will be administered to candidates on Microsoft 2016 Word, Excel, and PowerPoint.

Candidates selected for employment may be subject to medical inquiries and/or medical examination to determine ability to perform the job. Valid Maryland Non-Commercial Class C or equivalent driver’s license may be required.

This position may be required to work varying shifts including midday to evening shift or second shift.

Other

Non-Union Position.

Bowie State University offers an excellent benefits package! This includes tuition remission including eligible dependents; choice of medical/vision plans, Carefirst BC/BS, United Health Care and Kaiser plans, dental, prescription, life insurance, and training and development.

Posting Detail Information

Special Instructions to Applicant

Quick Link for Internal Postings

https://bowiestate.peopleadmin.com/postings/2881

Pass Message

Fail Message

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Bachelor's degree?
    • Yes
    • No
  2. * Do you have a minimum one (1) year of administrative experience?
    • Yes
    • No
Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
  3. Letter of Reference 1
  4. Letter of Reference 2
  5. Letter of Reference 3
Optional Documents

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