We're hiring a Program Management Specialist

October 24, 2017

The Program Management Specialist in the School of Theatre, Dance, and Performance Studies maintains School services by organizing office operations and procedures; designing and maintaining on-line filing systems; reviewing and approving supply requisitions; and performing general clerical functions. Serves as office coordinator and command central regarding resources for the academic needs of the School. Ability to manage multiple, shifting priorities under tight deadlines while performing in a fast-paced, team-oriented environment and working with individuals across all levels of the University and public.

Job description:

  • Work with IT to ensure staff have proper office and telecommunication equipment and technology
  • Order and organize School office and cleaning supplies, maintain inventory lists of supplies.
  • Maintain an inventory of office equipment and furniture
  • Schedule conference rooms and post calendars weekly
  • Send welcome letter and communicate School procedures to new faculty and staff. Assist new hires by setting up parking, work space, training opportunities, and ordering supplies needed including office supplies and business cards
  • Coordinate with other School staff regarding space and equipment needs of visitors
  • Pick up and distribute pay roll checks
  • Set up faculty, staff, admin and grad mail boxes; email in real time package deliveries; distribute daily mail
  • Hire and supervise Federal Work Study students
  • Routinely maintain and update office coordinator handbook
  • Update and maintain staff, faculty and student directories for administrative use
  • Provide regular back up for other staff members including opening or closing the School office area.
  • Serve as coordinator for administrative needs and problem resolution across all School offices and conference rooms
  • Proactively assist in identifying and aiding with office efficiencies and communications
  • Activate and de-activate swipe access for faculty, staff and students; create 'access granted' reports weekly
  • Function as a technical resource on the administrative team to set-up video conferences and assist with coordinating meetings
  • Manage loans of TDPS computers, extra keys and technology supports
  • Routinely maintain and update technology instructions manual
  • Provide support to Associate Director for Business Operations, as required including processing academic travel forms for faculty and graduate students and scheduling travel, processing, confirming and depositing all checks and back up for payroll and human resources entry.
  • Assist with planning for best use of office space, assist in coordinating and arranging space for visitors
  • Ensure security and safety in the office: maintain emergency procedures and equipment, collaborate with emergency coordinators
  • Recommend office policy and procedure changes to the Director
  • Additional duties as determined

Requirements:

  • Bachelor’s degree
  • Ability to manage multiple, shifting priorities under tight deadlines while performing in a fast-paced, team-oriented environment while working with individuals across all levels of the organization
  • Three or more years of professional related work experience supporting office operations
  • Highly proficient in Microsoft Office, and Google Suites and Excel.
  • Experience working with copier, courier and facility, building management,
  • Ability to take inventory, and carry out ordering with outside vendors
  • Strong written and verbal English communication skills
  • This role requires the ability to meet physical demands of the role including lifting up to 25 pounds, plugging in equipment, and working around furniture
  • Ability to work and live in the United States is required

Preferred:

  • Related work history in the areas of theatre, dance, or performance studies preferred
  • Strong sense of teamwork and collaboration
  • Highly organized, detail oriented and self-motivated
  • Collaborative mindset and strong interpersonal skills
  • Ability to consistently apply good judgment and maintain the highest degree of confidentiality
  • Well organized, detail oriented and analytical
  • Action oriented and results focused
  • Flexible and resourceful approach
  • Independent problem solver

To apply, visit: https://ejobs.umd.edu/postings/55576