Program Specialist

Program Specialist

Job Title  | Program Specialist
Union Level  |
Department  | Eberhardt School of Business
Campus  | Stockton
Posting Number  | 201304110P
Full or Part Time  | Full Time
Number of Months  | 12
Work Schedule  |
Position End Date  |
Open Date  | 07/31/2025
Close Date  |
Open Until Filled  | No
Special Instructions to Applicants  | For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.
Sponsorship  | This position is not eligible for a visa sponsorship now or in the future.

 
Position Summary Information 

Primary Purpose  | The Program Specialist is responsible for providing advanced level administrative, budgetary, operational, and strategic support to the Eberhardt School of Business (ESB). The Program Specialist will provide direct services and programmatic support for all programs in Eberhardt during the academic year as well as summer sessions. This position is critical for supporting student retention and academic success. Under general supervision of the Budget Director, the Program Specialist will work closely with the Dean and Assistant Dean(s) on all retention and student success initiatives.

Essential Functions  | Budget:
Coordinates and manages budgetary and other operational logistics associated with the program’s activities. Oversees the program’s procard purchases for academic and research needs, creates purchase orders and collects, reconciles and submits invoices using a working knowledge of the University’s and program’s policies, procedures and practices. Prepares, maintains and tracks multiple budgetary, academic and operational records, verifying information, reconciling to Banner and resolving budgetary, academic and operational issues. Tracks and manages purchases from multiple funding sources, including research grants and departmental accounts; travel and other reimbursements; manages complex budget transfers. Maintains the department and program office by monitoring supplies, equipment, addressing facilities and delivery issues. Monitors office equipment, facilities, and duplicating services ensuring all are operational and have no need for repair. Ordering of the departments supplies. 

Records:
Maintains records, prepares forms, verifies information and resolves issues requiring knowledge of the unit in matters of personnel. Oversees the hiring and contract renewals of new and returning graduate students and student workers including work-study students. Oversees, trains, and supervises student workers, including timesheet approval. Maintains student records for department majors in accordance with FERPA guidelines. Creates EPAFs – staff, faculty, grad students, grant funded hires, awards, and student workers. Works closely with HR, Procurement Services, Contracts, and the Dean’s office to hire independent contractors, guest speakers, and student employees. Works closely with the Offices of Scholarship and Financial Aid to facilitate the student awards and scholarships.

Event Planning:
Plans, coordinates and oversees events for the program and its students. Oversees the unit’s calendar and schedules meetings for the unit as necessary. Participates in the planning and organization of searches for department staff. Participates in the planning and organization of faculty or student events, including room scheduling and catering requests. Submits service requests and follows up on the completion of the service project.

Administrative:
Supports the overall mission of the Program by acting as a conduit between students, parents, various campus entities and program constituents and directors. Serves as the central information liaison between the program and other campus units, as well as with external contacts. Provides troubleshooting and support for students, especially with issues/concerns regarding course availability and/or access. Coordinates scheduling classrooms for various academic uses for program faculty, students and members of other departments, programs and units. Assist in course scheduling (Banner) and checking student prerequisites for courses. Addresses frontline student concerns related to scheduling and academics. Arranges air travel, hotel stays, vehicle and charter bus rentals, makes reservations for department staff and faculty, students, and guest for special events and conferences. Provides or helps produce Ad-Hoc reports as requested, such as Program Review materials. Work closely with the Dean’s leadership team. Provides support for graduate students in the program. Monitors and organizes completion of timesheets for teaching assistants (TAs). Hires graduate Teaching Assistants (TAs) through electronic personnel action forms. Provides advising support to the dean and faculty for all graduate programs. This includes assisting with the interpretation of academic regulations and monitoring student progress toward degree completion. Serves as initial academic advisor by providing high quality guidance to students by responding to questions including: class registration and class requirements, managing requests for overrides into BUSI courses; reviewing student-created four-year plans of study; responding to inquiries on degree progress or requirements; changing majors; completing required forms; articulating all transfer courses, and processing paperwork, such as graduation applications. Maintains student records for department majors in accordance with FERPA guidelines. Organizes, schedules, and manages registration and enrollment processes including communications with identified degree students, and assistance with all student orientations. Conducts enrollment audits to determine whether enrolled students have met all course prerequisites, and communicating and advising those students who have not met prerequisites. Performs Banner input of course schedules including all revisions, additions, and/or changes to the schedule. Provides recommendation on class room assignments due to instructional needs or class size. Monitors enrollment and advises associate dean of issues as they arise. Coordinates the work of the ESB Standards Committee by distributing list of students on probation or subject to disqualification to the Committee, and the dean or designee, communicating with these students as directed by the dean or designee, gathering information from the students for the committee, and communicating committee decisions to the students and to the registrar. Also, directs students to the appropriate petition process when necessary, and forwards ESB petitions to the dean or designee. Distributes, collects, and summarizes faculty teaching evaluation surveys. This includes distribution and collection of paper surveys and scheduling of online surveys for all ESB courses offered on all campuses. Also includes use of statistical software to prepare individual comparison reports for each faculty member for all courses taught, and preparation of full reports for the dean and associate dean. Provides budget and accounting support; processes accounts payable and/or reimbursement requests in timely manner; reconciles and processes Pro-Card activity and statements. Runs monthly budget reports from internal system, reviews with supervisor and processes any changes or adjustments requested. Provides oversight, training, and direction to student employees: creates and monitors schedules; assigns and evaluates work; reviews and submits time sheets. Ensures the office responds to and meets requests and needs of the degree programs of which it supports. Performs administrative duties for a unit, school or department using working knowledge of the unit’s policies, procedures and practices. Composes and prepares letters, correspondence, special reports, technical papers, presentations and e-mail using standard software applications and in a form consistent with standard business practice. Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate. Maintains a variety of department records both electronically and manually including but not limited to class enrollments, student records and areas of compliance. Supports the Honors Banquet and distribution of student awards by compiling undergraduate GPAs and distributing faculty voting lists for the major ESB student awards. Organizes and/or assists with the coordination of unit events as assigned to include but not limited to: 1) arranges for facilities and equipment set-up as well as technical support; 2) purchases supplies/materials needed for events; 3) serves as primary department contact and coordinator to campus departments/units as necessary. Provides technical support to others within office on University supported software applications and may support the update and maintenance of web-site. Performs other duties as assigned or requested.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications  | Associate’s Degree OR equivalent: (Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post-high school education coursework). Three (3) years of related work experience.

Preferred Qualifications  | Bachelor’s Degree. Excellent verbal and written communication and interpersonal skills; efficient time-management and organizational skills and the ability to work under pressure with frequent interruptions; ability to work independently under general direction. Demonstrate successful experience with program management and planning, event planning, and budgeting. Experience using web-based expense and/or contract management systems. Knowledge and demonstrated proficiency in the use of Banner, Ellucian, Adivse, and other University platforms. Competent computer skills using MS Office software such as Word and Excel, various internet browsers and email, and the ability to compose business correspondence. Ability to prioritize work effectively. Knowledge of academic advising specific to graduate and undergraduate business and accounting programs. Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements  | The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in a standard office environment with the use of computer, phone and other office equipment. Extended periods of sitting and repetitive hand/wrist motion while using computer keyboards and phone. Frequent standing, walking and simple grasping. Occasional climbing stairs, walking across campus, bending, kneeling or reaching overheads. May require lifting up to 25 lbs. Constant communication using both spoken and written means.

Work Environment/Work Week/Travel:
Work is primarily completed during normal business hours. Occasional travel required to other campuses.

Valid driver’s license required. Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.
Hiring Range  | $22.68 -$30.04 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.
Background Check Statement  | All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

AA/EEO Policy Statement  | University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

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Applicant Documents