Careers at the University of Massachusetts Lowell

General Summary of Position:

The Program Administrator provides academic program, fiscal, and other support to the Department of BNS by working with the department chair, associate chair, program coordinators, faculty, students, and the University community.

Essential Job Duties:

 1. Support academic programs at the undergraduate and graduate levels:

• Maintain and update the department website
• Support faculty needs associated with their teaching and advising duties
• Assist the chair, associate chair, and program coordinators with course scheduling activities
• Assign academic advisors to new students in consultation with the program coordinators and chair
• Collect DIG (Declaration of Intent to Graduate) forms from eligible students, review Advising Reports to assure requirements have been satisfied, work with the Registrar’s Office to ensure graduation requirement issues have been addressed and resolved, submit the proofread DIG form and Advisement Report to the undergraduate coordinator for review.
• Work with the undergraduate and graduate coordinators and chair to facilitate departmental activities that promote student success

2. General office duties and departmental support activities:

• Serve as the department liaison to other offices and departments on campus
  (i.e. Registrar, ORA, etc.)
• Work with the chair and department faculty to develop marketing strategies
  for prospective students
• Support logistics for the execution of accreditation visits and activities.
• Record minutes for departmental meetings, and provide follow-up on action
  items as needed
• Hire, train, and supervise student workers to support Department and faculty
  functions.
• Coordinate the projects for student workers to assure maximum impact and
  support of department and faculty
• Manage student worker schedules and timesheets, and approve payroll
  submissions
• Manage the faculty evaluation timelines and prepare student evaluation
  packets for distribution
• Submit completed TA/RA evaluations from supervising faculty and submit
  to the Dean’s Office
• Ensure accurate and updated College directory for faculty and staff
• Assist with college-wide events as necessary
• Make arrangements (such as venue and catering) for faculty events
• Represent the department at student recruitment events as needed
• Recruit and train students for recruiting and promotional activities
• Manage faculty syllabi and office hours each semester

3. Oversee and maintain the fiscal elements of the department:

• Maintain department financial records and support the department chair in
  monitoring budgets
• Maintain office supply inventory, order office supplies as needed, and
  assist faculty and staff with supply requests
• Enter requisitions and follow up on creation of purchase order
• Submit invoices and close purchase orders
• Track professional development funds
• Reconcile monthly expenditures
• Place orders and maintain records of Equipment Fund purchases
• Support pre-tenure faculty with start-up accounts
• Act as a liaison for faculty to support structures in ORA
• Process expense reimbursements for faculty travel
• Assist with the Year-End closing of the operating and equipment budgets

4. Assist with data analytics and report generation:

• Assist with formatting and printing of spreadsheets and documents for the
  Chair and program coordinators, as necessary
• Compile faculty workload report each semester
• Contribute administrative support to accreditation preparation and annual
  reporting activities.
• Establish and maintain student databases, analyze retention and graduation rates, and provide analysis to department chair and program coordinators.
• Assist the department chair and program coordinators with tracking reports
  for enrollment, grant submission, research expenditures, and strategic
  planning efforts

5. Communication:

• Answer phones and forward inquiries appropriately
• Schedule meetings for department chair
• Assist and direct, as appropriate, visitors to the Department office
• Serve as reception for the Department
• Schedule meetings for department chair
• Collect data and information as necessary to support academic programs
• Field questions as necessary
• Maintain positive communication with Dean’s office
• Work collaboratively with College Dean’s staff

Promote the University’s commitment to customer service by:

• Building effective partnerships with faculty, staff, and students throughout the
  University by providing appropriate information and assistance when
  needed
• Maintaining an environment that is welcoming to all

Other Job Duties:

• Perform other related duties as assigned.
• Assist faculty and other senior administration members as needed.

Special Skills:

• The ability to work effectively with diverse groups.

Working Conditions:

• Position also involves traveling across campuses, as well as occasional early morning, evening, and
  weekend work.
• Bachelor’s degree with a major in business administration, business management, public administration or a related field and 5-7 years of related experience.
• Will consider candidates with an Associate’s degree or equivalent education and 7-9 years of experience

Minimum Qualifications (Required):

• Bachelor’s degree with a major in business administration, business management, public administration or a related field and 5-7 years of related experience.

**Will consider candidates with an Associate’s degree or equivalent education and 7-9 years of experience.

Additional Considerations:

• Prior experience working in an academic office environment
• Familiarity with SIS, PeopleSoft Software, including finance & H.R. applications; Willing to learn new software
• Strong Organizational Skills
• Computer literacy, including knowledge of Excel, Microsoft Word & Internet communications
• Strong interpersonal skills & ability to interact with students, faculty, administrators & general public

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

This is an SEIU Professional Union position, Grade P16.

Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications is received.      

Please include a resume and cover letter with your application. Names and contact information of three references will be required at the time of application.

Posting updated 4/5/2023.