Program Management Specialist

Program Management Specialist

To provide comprehensive programmatic and administrative support to the Division of Research and Innovation by ensuring the efficient operation of divisional activities, initiatives, and resources. This position supports the Vice President for Research and Innovation in advancing the University's research mission through office management, budget and data coordination, policy and process development, and the facilitation of training, workshops, and events. The role is designed to strengthen organizational effectiveness, enhance communication across internal and external stakeholders, and promote a culture of service, accountability, and compliance within the Division.

Duties & Responsibilities :

• Provides office management support to the Vice President of Research and Innovation (VPRI).
• Manages the calendar and schedules appointments and other events for the VPRI.
• Ensures that supplies are well stocked and equipment in the divisional office is maintained on a continuous basis.
• Schedules and attend divisional meetings; takes and distributes summary notes to all attendees.
• Maintains and updates calendar for the VPRI.
• Assists with special projects and programs run by the office.
• Manage and update pertinent policies, procedures, workflows and processes in manuals and handbooks associated with the Division of Research and Innovation.
• Responds to office inquiries from internal and external constituents.
• Maintains a staff training schedule and works closely with the VPRI to ensure all staff are adequately trained appropriately.
• Provides a high level of service and delivery to faculty and staff.
• Works with other office personnel to coordinate and implement various training sessions, workshops and other events, handbooks and office communications such as newsletters, website resources, etc.
• Manages and tracks mail (hard copy and email) and responds to moderately complex inquiries including status requests from PIs and project teams including directing them to the appropriate office and person.
• Provides event planning support including logistics and project management support
• Makes referrals to pertinent staff, academic departments and others upon request.
• Maintains manual and automated record-keeping filing systems for mail and other office records.
• Sorts and files documents; operates office equipment such as computers, calculators, facsimile machines and photocopiers and works with vendors to ensure equipment is timely and properly maintained and service.
• Collects, compiles, and analyzes pertinent data for internal and external reporting purposes.
• Develops and processes requisitions, budget forms, travel requests and reimbursements, and other documents for the office and maintains spreadsheets and all documentation on various divisional activities.
• Provides oversight of divisional budgets and expenditures ensuring VPRI approval.
• Arranges and manages complex and detailed travel requests, travel plans, itineraries, reimbursement requests, ensuring that all necessary and required documents related to travel are collected and allowed as they relate to meetings for divisional office staff.
• Designs and develops documents such as periodic newsletter and office announcements; assisting in collating and maintaining office procedures and the ORSP grants manual.
• Works with office managers and DoIT to develop forms and other documents necessary for the operational functionality of Division of RI.
• Works with various vendors to ensure that all software applications and subscriptions used by the Division of RI are maintained, renewed and kept current.
• Reconciles monthly university credit card account(s)
• Performs duties as assigned by the Vice President or designee.

Required Knowledge, Skills & Abilities :

Minimum Training & Experience :

Bachelor's Degree required. Two years' experience preferred in administrative and project management support required.

Conditions of Employment :

Typical office and professional job conditions. Walking between buildings may be necessary given the normal physical layout of the University campus.

Additional Job Information :

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

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status. All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to : Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No. 11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment. The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus. The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations. In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.

The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.