Program Administrator Job Description template and pdf with duties [2024]

Job summary 1

The Program Administrator works as part of the Occupational Health Branch Team to perform administrative duties, budget tracking of multiple funding sources, and clerical support. Duties include monitoring and projecting budget and expenditures, performing various accounting functions, collaborating with scientific staff, formatting and compiling reports and documents, initiating/processing paperwork for expenditures, and preparing budgetary and financial reports.

Duties & Responsibilities 1

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Process, track, query, and project expenditures and budgets;
- perform various accounting tasks and produce regular financial reports.
- Collaborate with scientific staff to prepare reports and documents.
- Initiate and monitor administrative paperwork for multiple funding sources.

Requirements & Skills 1

Job summary 2

We are seeking a dynamic Program Administrator to perform a variety of administrative and general office duties for the Cell Therapy Program including the cGMP facility and research activities. The cGMP facility will work on manufacturing cell and gene therapies and other biological products for internal/external users in the university’s current Good Manufacturing Practices (cGMP) facility. Responsibilities of this position include planning and implementing the day-to-day administrative duties as mandated by the program director as well as gathering and summarizing data from various sources to evaluate program performance, among other duties.

Duties & Responsibilities 2

Develops and administers program budgets and recommends or makes budgetary and resource allocations. Provides financial status reports as requested.
Develops and administers program operating and administrative policies. Manages the dissemination, interpretation, and application of program policies and recommends or makes exceptions.
Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.
Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.
- Coordinates department public relations functions, as assigned, such as special events, conferences, seminars, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production and/or distribution of promotional materials.
- Assists in contracts and grants administration. Monitors budgets, and prepares and submits reports. Interacts with university contract administrators and funding agency officers to provide information, resolve problems, and coordinate on-site visits.
- Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.

Requirements & Skills 2

Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
- Minimum Experience: 3 years Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience P
- referred Education: Bachelor's
- Preferred Experience: 4 Years

Job summary 3

The Program Administrator's responsibilities span five main areas: student and academic services, faculty and staff support, financial administration, office workflow, and institutional partner and alumni relationships and outreach.

Duties & Responsibilities 3

Collaborate with faculty, other offices, and partner institutions on supporting all aspects of program administration
Coordinate and manage office work-flow, calendars, and office functions
Organize and coordinate internships, academic and social events
Manage and coordinate major processes such as admissions, conferences, open house
Oversee travel arrangements
Coordinate alumni communications and outreach
- Oversee financial administration including expense controls and preparation of budget
- Support and participate in the program’s commitment to diversity, equity, inclusion, and accessibility
- Troubleshoot academic and residential facilities

Requirements & Skills 3

Bachelor’s degree required, MA or additional relevant training preferred
2 years relevant experience including exposure to areas you will coordinate and manage
Excellent organizational and project management skills, a highly collaborative approach to day-to-day work, and an open communication style
Ability to work under pressure, respond quickly to numerous simultaneous requests, organize, and execute multiple tasks.
- Tech savvy - Ability to seek out, identify, and coordinate new efficiencies in program administration and communications
- Comfortable with student, faculty, and visitor-facing processes
- Demonstrated interest in the arts

Job summary 4

The Program Administrator will work closely with the Program Manager to assist in organizing, administering, and assisting in the successful deployment of the university’s new ERP platform.

Duties & Responsibilities 4

Manages the day-to-day operations of the program as defined by superiors (e.g., logistics, scheduling, facilities, technology, catering, instruction, etc.)
Coordinates with affiliated departments for program needs (human resources, financial services, student services, etc.)
Assists with program development content, program materials, etc.
May help evaluate program for necessary improvement(s).
Communicates with program participants regarding policies, procedures, deadlines, issues, etc.
Manages program expenses within a previously defined budget.
- Purchases and manages an inventory of program equipment and supplies.
- May select, manage, and train program staff.
- Performs other related duties, as assigned.

Requirements & Skills 4

Job summary 5

The Program Administrator is responsible for the aircraft tooling process including purchasing, repairing, and maintaining aircraft tools. The position is also responsible for the calibration and compliance of the tool program.

Duties & Responsibilities 5

Acquire, track, and repair tools.
Maintain complete and accurate records of the locations of all tools in the system, at all times.
Work with other stakeholders, such as line maintenance and quality assurance, to maintain individual and functional compliance with the company's tool program.
Process requests for new tools, as approved by the Director of Maintenance Select vendor, negotiate price and terms, and obtain purchase order Receive new tools.
- Create “tool master” in computer records, including calibration schedule as specified by Quality Control.
- Monitor computer-generated reports of open transfers and resolve discrepancies.
- Coordinate the process for issue of tools to, and return from, mechanics. Monitor computer-generated “open issue” reports and resolve discrepancies.

Requirements & Skills 5

Airframe and Powerplant License preferred.
Strong intellect and aptitude desired, along with the ability to manage multiple and varied activities.
Good communication and interpersonal skills, and an ability to prioritize and effectively problem solve using sound judgment.
- Self-starter; striving for continual improvement and effectiveness.
- Strong knowledge of Microsoft Excel, Word, Access, and Outlook.
- Ability to travel as required by the role.

Job summary 6

The role of the Program Administrator will include but is not limited to the coordination and scheduling of events, addressing the Sales Enablement help desk inquiries, organizing and distributing data as needed, travel reservations, and general administrative support as needed across the entire Sales Enablement Team (all groups reporting to the Sales Enablement Vice President). Effective communication skills, a high level of organization, and the ability to prioritize competing timelines are required.

Duties & Responsibilities 6

Requirements & Skills 6

1-3 years of experience in an administrative role in an operations environment
Experience managing and coordinating events with management level
Ability to manage priorities with little supervision
High level of organization
- Excellent time management skills
- Strong understanding of Outlook and scheduling capabilities
- Must be able to clearly communicate in writing and verbally

Job summary 7

The Program Administrator performs a diverse range of routine and specialized assignments in support of the research program. Plays a key role in managing administrative tasks related to academic personnel, finances, and communication. Creates structures to organize and coordinate high-level deliverables on multiple grant-funded projects. This position is eligible for a partially remote work schedule.

Duties & Responsibilities 7

Requirements & Skills 7

Job summary 8

The Program Administrator assists with managing key customer accounts in all aspects of the business relationship.

Duties & Responsibilities 8

Assists in the review of program proposals or plans to determine the time frame, funding limitations, procedures for accomplishing the program, staffing requirements, and allotment of available resources to various phases of the program.
Confers with appropriate managers within Program Management, Operations, and others to outline work plans and assign duties, responsibilities, and scope of authority, and to receive technical advice and resolve problems.
- Works with Program/Engineering Manager to coordinate activities of Customer Focus Team (CFT) members to ensure the program progresses on schedule and within the prescribed budget, including facilitating the necessary matrix relationships.
- Reviews status reports prepared by Customer Focus Team (CFT) members and modifies schedules or plans as required; Prepares program reports for management, client, or others. May assist in metric development and tracking.
- Occasional travel to customer locations.

Requirements & Skills 8

3-5 years of experience.
Ability to speak effectively before groups of customers or employees of an organization.
- Ability to write routine reports and correspondence.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
- Use of the following tools may be required: Office Skills: telephones, data entry, office software to include, word processing, spreadsheets, presentation package, and database systems.

Job summary 9

We are seeking a highly organized Program Administrator to provide support to the various programs within the Center for Quality. These include large-scale programs working with physicians and healthcare teams to improve quality and patient care, promote public health, and improve physician well-being. The position will also collaborate with team members in the development of new Center for Quality educational resources.

Duties & Responsibilities 9

Programmatic support of the Center for Quality’s program portfolio, including duties such as organizing educational activities, supporting the development of new educational resources, coordinating meeting logistics with ACP physician members and faculty, administering and collecting survey data, and reporting on program outcomes.
- Managing communication activities for the department, including sourcing content and drafting newsletters, developing recruitment materials, working with internal PR and Marketing staff on promotional campaigns, responding to program participant inquiries, and updating program websites as needed.
- Committee support including preparation of agenda books, drafting meeting minutes and handling travel reimbursements for committee members.
- Administrative support for the department, such as processing invoices, maintaining contract templates for program participants, and budget management.

Requirements & Skills 9

A bachelor’s degree in public health, healthcare, social services, or a related field; a master’s degree in a related healthcare discipline such as MPH is a plus
- At least two years of demonstrated project management experience with strong organizational skills and attention to detail
- Excellent written and verbal communication skills, along with the ability to draft original content for a variety of audiences
- Effective interpersonal skills to cultivate and maintain relationships with internal and external stakeholders

Job summary 10

We have an exciting opportunity for a Program Administrator to join our team. The Program Administrator will be responsible for the daily management and administration of assigned programs and contracts, both military and commercial.

Duties & Responsibilities 10

Proposal development and writing including delivery schedules, terms & conditions, FAR/DFAR and commercial contract clauses, project management execution, cost/schedule management
Negotiation involvement with the proposals as well as managing successful and timely delivery and financial performance of contracts
- Coordinate communications with customers and all involved parties promptly to ensure all contractual, customer, and Williams International needs are met.
- Monitor company performance under contract while working closely with operations, functional engineering, and manufacturing resources to identify and resolve performance issues and act as a liaison within the company and with customers to negotiate program scope and change activity
- Working with a small team under the guidance of a program manager for the assigned customer and product model

Requirements & Skills 10

Bachelor’s or Master’s degree in Business Administration, Supply Chain or Engineering, or a related field
3-5 years experience in the program, contracts, or project management
Proficient in Microsoft Office Suite (Outlook, Word, Excel, Project, and PowerPoint)
Excellent writing, presentation, and verbal communication skills
Must be capable of working in a fast-paced and pressure-filled environment
Program, project, or US Government contract management experience is preferred
- Familiarity with Project Management Body of Knowledge (PMBOK) and ProChain, Critical Chain processes is desired.
- Some travel may be required
- U.S. citizenship is required

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