Program Specialist

HJ Staffing; Dover; On-site; GBP 30,000 - 40,000; Full time

Job summary

A staffing agency is seeking a proactive Program Specialist to oversee daily office operations and support student counseling at its location in Dover. The ideal candidate will have strong organizational skills, a Bachelor's degree, and experience in office management. Responsibilities include managing student records, coordinating with academic departments, and maintaining efficient office practices. Full-time position with opportunities for personal and professional growth.

Qualifications

• 5-7 years of demonstrated office management experience.
• Experience with bookkeeping and program coordination.
• Strong customer service skills across all organizational levels.

Responsibilities

• Oversee daily office operations with minimal supervision.
• Coordinate program services with academic departments.
• Maintain and update student records and standard operating procedures.

Skills

Strong oral and written communication skills

Proficiency in Microsoft Office Suite

Ability to manage confidential information

Experience in project management

Education

Bachelor's degree in Business Administration or related field

Master's degree highly preferred

Tools

Microsoft Office

BANNER

DocuSign

WebEx

Zoom

Job description

HJ Staffing is seeking a proactive and detail-oriented Program Specialist to oversee daily office operations support student counseling and records management and coordinate program services. This role is ideal for an individual who thrives in a fast-paced environment demonstrates strong organizational skills and can manage responsibilities with minimal supervision.

Essential Functions

The following functions are central to performing this role successfully :

Manage daily office operations with minimal supervision ensuring efficiency in task and time management.

Analyze office practices recommend improvements and help develop efficient procedures.

Assist with individual and group counseling / advisement for graduate and undergraduate students from recruitment through enrollment.

Coordinate program services with academic departments advisement offices and other student service units.

Maintain and update student records; create and manage standard operating policies and online procedure manuals.

Process invoices requisitions and purchase orders; assist with tracking expenditures forecasting budgets and arranging travel.

Collect data perform statistical and research work and prepare draft and final reports.

Arrange and attend meetings schedule appointments and prepare meeting minutes.

Oversee social media presence (Instagram LinkedIn Twitter) and coordinate marketing activities.

Support office / unit budget management as required.

Respond to inquiries and emails from students staff and visitors.

Conduct special projects involving sensitive or confidential matters.

Review correspondence and reports determine authority levels and route appropriately.

Establish monitoring systems and follow-ups for effective resolution of issues.

Maintain and control filing / data systems for accurate retrievable documentation.

Perform other related duties as assigned.

Other Functions

Collect and analyze statistical data and prepare draft reports.

Input and retrieve data using university software.

Initiate contact with students and provide appropriate referrals.

Provide evening office hours as needed for student appointments and activities.

Required Knowledge Skills and Abilities

Strong oral and written communication skills.

Proficiency in composing written communications (inquiries reports etc.).

Proficiency with Microsoft Office Suite (Word Excel PowerPoint Outlook) and office technology.

Familiarity with university software (BANNER DocuSign WebEx Zoom) strongly preferred.

Ability to manage confidential information with discretion.

Qualification Standards

Education : Bachelors degree in Business Administration Management or a related field required; Masters degree highly preferred.

Experience : 57 years of demonstrated office management bookkeeping and program coordination experience in-person or online.

Expertise in Microsoft Office and office technology.

Superior customer service and communication skills across all organizational levels.

Preferred : Experience developing and managing special projects.

Performance Standards

Demonstrate mastery of position knowledge skills and abilities.

Deliver quality work within established timelines and guidelines.

Manage multiple priorities effectively in a fast-paced environment.

Comply with all applicable university state and federal regulations and policies.

Maintain a professional appearance appropriate to responsibilities.

Required Experience

IC

Key Skills

Project Management Methodology,Project / Program Management,Program Management,Management Experience,Microsoft Powerpoint,Project Management,Microsoft Project,Budgeting,DoD Experience,Leadership Experience,Supervising Experience,Contracts

Employment Type : Full-Time

Experience : years

Vacancy : 1