Program Administrative Specialist

Bowie State University; Bowie (MD); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Prescription coverage

Long-term disability

Life insurance

Paid time off (sick/annual/personal)

Tuition remission

Pension and retirement plans

Job summary

Bowie State University is seeking a Program Administrative Specialist to provide high-level administrative support to the Division of Academic Affairs and the Office of the Provost. The role reports to the Provost and Vice President for Academic Affairs and involves coordinating meetings, travel, budgets, and confidential documentation.

Responsibilities include managing the Provost’s office operations, preparing minutes, editing proposals, maintaining files, and liaising with internal and

Qualifications

• Bachelor’s degree required; Master’s degree preferred.
• Minimum five (5) years of administrative office support experience required.
• Excellent written and verbal communication skills.
• Strong proofreading and editing abilities.
• Proficiency with MS Office and PeopleSoft.
• Ability to plan events and coordinate multiple tasks.
• Strong research and reporting skills for data handling.

Responsibilities

• Provide complex administrative secretarial and clerical support to the Office of the Provost; serves as Executive Assistant to the leadership.
• Arrange meetings and conferences; schedule interviews and appointments.
• Edit, proofread and format documents and materials created by management and staff.
• Maintain filing systems; purge and organize records.
• Record paperwork submitted to the Provost Office after review and signature.
• Coordinate travel requests and prepare reimbursement documentation.
• Attend meetings and record minutes upon request.
• Provide back-up support to Staff Assistant as needed.
• Assist in coordinating budget processes, procurement, and travel for grant/state-funded programs.

Skills

Executive support

Proofreading

Written communication

MS Office

Event coordination

Research methods

Time management

Education

Bachelor's Degree

Master's degree

Tools

PeopleSoft

Database management

Job description

Job Posting:

JR102210 Program Administrative Specialist (Open)

Department:

Academic Affairs, PM

Position Type:

Regular

Open Date:

10-11-2026

Close Date:

$60,000 - $70,000

Job Description:

The Program Administrative Specialist position is responsible forproviding very high level of administrative support to the Divisionof Academic Affairs, and the Office of the Provost in particular.This position will report to the Provost and Vice President forAcademic Affairs.

Responsibilities:

• Provide complex administrative secretarial and clerical supportto the Office of the Provost. Serves as Executive Assistant to theLeadership in the Office of the Provost.
• Arrange meetings and conferences as required.
• Schedule interviews and appointments where relevant and asrequested.
• Edit, proofread and format a variety of documents and materialscreated by management and other staff members.
• Maintain paper and electronic filing systems; sort outdocumentation for filing, and conduct periodic purging of thefiling system.
• Record all paperwork submitted to the Office of the Provostafter review and signature by the Provost Office Leadership.
• File administrative personnel documents.
• Supervise screening of telephone calls and visitors to theoffice.
• Prepare relevant documentation for reimbursement of expenditureincurred through the utilization of the corporate and Diners Clubcards issued to the Associate Provosts.
• Attend meetings and record minutes upon request.
• Coordinate travel requests (including airline and hotelreservations and ground transportation arrangements) for the Officeof the Provost and other personnel when required, and preparerelevant documentation with regard to requests forreimbursement.
• Liaise with other departmental administrative assistants asrequired to support the general management and administrativeoffices.
• Provide back-up support to the Staff Assistant in his/herabsence.
• Independently handle other routine matters as appropriate.
• Assist, where required, in coordinating logistical activities(student/faculty contracts, budget processes [budget transfers,expenditure/revenue transfers, budget monitoring], purchaserequisitions, travel arrangements) for grant and state-fundedprograms.
• Assist, where required, in coordinating logical activities(students' contingent requisitions/contracts, faculty overloads,pay letters, purchase requisitions) for grant and state-fundedprograms.
• Proof and edit proposals and other administrative documentationprior to dissemination/submission.
• Input position descriptions into the Human ResourcesPeopleAdmin system as required.
• Maintain inventory of the office's stationery and replenishinventory as required. (including replenishing of stationery forthe Office of International Education and Student Services).
• Liaise with DIT and other external vendors with regard totroubleshooting of office equipment; source required officeequipment as required and prepare the relevant documentation forordering equipment and supplies.
• Assist with varying students' issues as necessary.
• Provide administrative assistance to otherdepartments/individuals where required.
• Provide a high level of executive and administrative supportand handle matters of a highly confidential and/or sensitivenature.
• Maintain open lines of communication with internal and external constituents on behalf of the office of the Provost.
• Act, where required as backup to the Staff Assistant inundertaking the relevant timesheet entry for the Provost and VicePresident for Academic Affairs.
• Brief the Associate Provosts and Staff Assistant on matterswhich require immediate or continuous attention.
• Reply to routine inquiries as directed.
• Assist in the administration of policies and procedures,including packaging new hire paperwork and forwarding to theProvost for review and approval.
• Assist in maintaining employment contracts for faculty.
• Assist in maintaining tenure review schedule and coordinationof faculty notifications.
• Assist in the preparation and dissemination of Annual Full-timeSala ry N o tifi c ation L e tt e rs .
• Periodically audit all faculty records maintained for accuracy,current information and other documents as required.

Qualifications:

• Bachelor’s Degree required. Master’s degree in administrationor related area strongly preferred.
• Minimum five (5) years of administrative office supportexperience required.
• Highly skilled knowledge of, and skills in the practicalapplication of generally accepted office practices andprocedures
• Expertise in communication effectively both orally and inwriting.
• Strong skills in proofreading and editing writtendocuments.
• Ability to understand and follow oral and writteninstructions.
• Skills in various computer software packages, with expertise inword processing, spreadsheets, databases, and presentationprograms, internet, email and calendar software.
• Ability to independently undertake events planning andcoordination.
• Strong working knowledge of research and reporting methods andtechniques used in conducting studies, as well as in collecting,compiling, analyzing, and organizing data and information ofanalytical, statistical and mathematical principles and techniquesused for performing computations, and presenting information inchart and graph forms.
• Ability to interact effectively with internal and externalparties in a courteous and efficient manner.
• Ability to effectively plan, organize, prioritize and executemultiple and continuing assignments with general instructions.

Preferred Qualifications:

• Experience in a higher education highly preferred.
• Experience with MS Office suite (Word, Excel, PowerPoint) andPeopleSoft (preferred).

Additional Job Information:

Benefits include medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and lifeinsurance; paid time for paid sick leave, annual leave, andpersonal leave; 12 paid holidays per year, tuition remission;employer-funded pension and supplemental retirement accounts.

Bowie State University shall not discriminate against anyindividual on the basis of race, color, religion, age, ancestry ornational origin, sex, sexual orientation, disability, maritalstatus or veteran status. All policies, programs, and activities ofBowie State University are and shall be in conformity with allpertinent Federal and state laws of nondiscrimination including,but not limited to: Title VII of the Civil Rights Act of 1964, asamended, Title IX of the Education Amendments of 1972, the EqualPay Act of 1963, the Age Discrimination Act, Sections 503 and 504of the Rehabilitation Act of 1973, the Americans with DisabilitiesAct of 1990, Federal Executive Order No. 11375, and Article 49B ofthe Annotated Code of Maryland. This commitment applies in allareas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shallbe extended to all persons. Bowie State University shall have asits firm objective equal opportunity in recruitment and hiring,rate of pay, all other promotions, training, retention anddismissals, for all employees and applicants for employment. TheUniversity will stress equal access for employees and applicantsfor employment to all programs and services provided by theUniversity both on and off campus. The University will also provideequal opportunity and an atmosphere of nondiscrimination withrespect to women and members of minority groups in all itsoperations. In addition, the University shall promote equalopportunity and equal treatment through a positive and continuingAffirmative Action Program.

The University makes, and will continue to make, reasonableaccommodations to promote the employment of qualified individualswith disabilities and disabled veterans, unless such accommodationswould impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected toharassment, intimidation, threats, coercion, or discriminationbecause they have engaged in, or may have engaged in, activitiessuch as filing a complaint, assisting or participating in aninvestigation, compliance review or hearing, or opposing any act orpractice made unlawful, or exercising any other right protected bySection 503 of the Rehabilitation Act of 1973, as amended or theVietnam Era Veterans Readjustment Assistance Act of 1974, asamended.