Program Specialist
Program Specialist
Posted on :
19-05-2025
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1 Vacancy
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Job Description
Job Description Summary
Provides highlevel administrative support to the Doctor of Physical Therapy program. Develops and recommends long and shortrange course scheduling contract and resource planning strategies in collaboration with the Department Chair. Works collaboratively with Department Chair in developing fall spring and summer class schedules and creates a trimester block schedule to register PT students for their courses. Generates and tracks parttime lecturer/overload contracts and faculty teaching load. Supports the Chair and the program by arranging meetings forwarding official communications and responding to student faculty and staff questions. Serves as a resource for onboarding of new staff and faculty as needed. Coordinates special and ceremonial events hosted by the department and supports activities hosted by the college.
Responsibilities
Course Development/Scheduling Works collaboratively with Department Chair in development of class schedule inputs and maintains class schedules and edits catalog copy. Serves as a point of contact for the Registrars Office in troubleshooting class schedules in Campus Solution to resolve errors. Develops block schedule to register PT students for each trimester and works with the Registrars Office to register students in each course. Works collaboratively with Registrars Office in resolving student registration. Works collaboratively with Department Chair in hiring of new parttime lecturers. Gathers new hire paperwork requests background checks and adds new hires in Campus Solutions system. Generates parttime lecturer/overload contracts and tracks faculty teaching load in conjunction with the Department Chair. Works collaboratively with Department Chair to ensure faculty have met their annual teaching load and track parttime lecturer credits/hours to ensure lecturers do not exceed the number of credits allowed to teach per academic year. Generates trimester staff temp lab assistant lists and works with HR to assist with the hiring processes Trains new employees and tracks correct submissions to parttime lecturer timecards and budgets Maintains onboarding policies and procedures for new fulltime and parttime lecturers. Coordinates parttime lecturer orientation/meetings as needed. Reviews student transcripts per trimester for appropriate unit assignments to ensure students are on track for graduation. Initiates leave of absence and withdraw paperwork for the student to submit to the Registrars Office. Assists in scheduling courses for students with remediation. Develops the course schedule in Campus Solutions and tracks the programs parttime lecturer ( PTL ) and instructional budget. Makes recommendations for course timeframes instructional staffing and resource management based on program needs and data analysis Independently generates and tracks the hiring process for PTLs each trimester Manages and renews agreements for service providers orders instructional supplies and lab material requests. Maintains handbook revisions with assistance from the Policy & Procedure Curriculum and Student Success Committees. Support DPT special events meetings and program activities (Project & Event Management) Prioritizes and supports recruitment and admission special events including continuing education workshops job fairs and other professional association meetings. Prioritizes and support alumni engagement special events including alumni engagement with current physical therapy students e.g. via professional mentorship programs and events continuing education workshops for alumni alumni job postings and other professional association meetings. Plans and executes highvisibility projects such as accreditation site visits and graduation ceremonies managing event logistics and communications DPT Program Support Maintains Department Chairs calendar schedule and appointments. Serves as point of contact for students faculty and visitors; answer phones greets visitors responds to requests for information and assistance refers individuals to appropriate university offices as needed. As requested by the Department Chair schedules department meetings takes and publishes minutes. Coordinates meeting logistics including invitations supporting materials audiovisual equipment catering room arrangements etc. Works collaboratively with Dept Chair in reviewing editing and processing catalog changes. Assists with faculty hiring processes and orients new faculty to college and university. Leads preparation of annual program review data reporting for accreditation and institutional effectiveness submissions
Required Qualifications
Bachelors degree or equivalent education or experience related to the duties and responsibilities. A minimum of three to five years of progressive professional experience in higher education administration. Strong oral communication skills. Professional telephone and email etiquette. Writing skills to prepare clear concise grammatically correct business correspondence; strong editing and proofreading skills. Ability to use tact and diplomacy to maintain a high level of confidentiality. Strong technical skills to learn and use enterprise systems needed to track budget maintain class schedules and process contracts including but not limited to PeopleSoft Campus Solutions Examsoft Canvas 25Live PeopleAdmin Curriculog Follett Panther Analytics DocuSign Sodexo and Working at Chapman portal. Arithmetic and calculation skills to prepare financial forms. Accounting skills with the ability to monitor budget and expenses. Ability to work effectively as part of a team and collegially with staff faculty and administration. Ability to use word processing internet and electronic mail software including Microsoft Office Suite. Ability to make travel and lodging arrangements. Working knowledge of university policies and procedures that pertain to the positions duties. Ability to prioritize work duties when faced with interruptions distractions and fluctuating workload. Ability to exercise sound judgment and accomplish tasks promptly. Strong organizational skills with the ability to prioritize multiple projects maintain composure and have a good attitude when multitasking. Ability to schedule and coordinate logistics for meetings and events including coordinating catering room reservations and setup. Strong commitment to service. Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels both inside and outside of the university.
Provides highlevel administrative support to the Doctor of Physical Therapy program. Develops and recommends long and shortrange course scheduling contract and resource planning strategies in collaboration with the Department Chair. Works collaboratively with Department Chair in developing fall spring and summer class schedules and creates a trimester block schedule to register PT students for their courses. Generates and tracks parttime lecturer/overload contracts and faculty teaching load. Supports the Chair and the program by arranging meetings forwarding official communications and responding to student faculty and staff questions. Serves as a resource for onboarding of new staff and faculty as needed. Coordinates special and ceremonial events hosted by the department and supports activities hosted by the college.
Responsibilities
Course Development/Scheduling Works collaboratively with Department Chair in development of class schedule inputs and maintains class schedules and edits catalog copy. Serves as a point of contact for the Registrars Office in troubleshooting class schedules in Campus Solution to resolve errors. Develops block schedule to register PT students for each trimester and works with the Registrars Office to register students in each course. Works collaboratively with Registrars Office in resolving student registration. Works collaboratively with Department Chair in hiring of new parttime lecturers. Gathers new hire paperwork requests background checks and adds new hires in Campus Solutions system. Generates parttime lecturer/overload contracts and tracks faculty teaching load in conjunction with the Department Chair. Works collaboratively with Department Chair to ensure faculty have met their annual teaching load and track parttime lecturer credits/hours to ensure lecturers do not exceed the number of credits allowed to teach per academic year. Generates trimester staff temp lab assistant lists and works with HR to assist with the hiring processes Trains new employees and tracks correct submissions to parttime lecturer timecards and budgets Maintains onboarding policies and procedures for new fulltime and parttime lecturers. Coordinates parttime lecturer orientation/meetings as needed. Reviews student transcripts per trimester for appropriate unit assignments to ensure students are on track for graduation. Initiates leave of absence and withdraw paperwork for the student to submit to the Registrars Office. Assists in scheduling courses for students with remediation. Develops the course schedule in Campus Solutions and tracks the programs parttime lecturer ( PTL ) and instructional budget. Makes recommendations for course timeframes instructional staffing and resource management based on program needs and data analysis Independently generates and tracks the hiring process for PTLs each trimester Manages and renews agreements for service providers orders instructional supplies and lab material requests. Maintains handbook revisions with assistance from the Policy & Procedure Curriculum and Student Success Committees. Support DPT special events meetings and program activities (Project & Event Management) Prioritizes and supports recruitment and admission special events including continuing education workshops job fairs and other professional association meetings. Prioritizes and support alumni engagement special events including alumni engagement with current physical therapy students e.g. via professional mentorship programs and events continuing education workshops for alumni alumni job postings and other professional association meetings. Plans and executes highvisibility projects such as accreditation site visits and graduation ceremonies managing event logistics and communications DPT Program Support Maintains Department Chairs calendar schedule and appointments. Serves as point of contact for students faculty and visitors; answer phones greets visitors responds to requests for information and assistance refers individuals to appropriate university offices as needed. As requested by the Department Chair schedules department meetings takes and publishes minutes. Coordinates meeting logistics including invitations supporting materials audiovisual equipment catering room arrangements etc. Works collaboratively with Dept Chair in reviewing editing and processing catalog changes. Assists with faculty hiring processes and orients new faculty to college and university. Leads preparation of annual program review data reporting for accreditation and institutional effectiveness submissions
Required Qualifications
Bachelors degree or equivalent education or experience related to the duties and responsibilities. A minimum of three to five years of progressive professional experience in higher education administration. Strong oral communication skills. Professional telephone and email etiquette. Writing skills to prepare clear concise grammatically correct business correspondence; strong editing and proofreading skills. Ability to use tact and diplomacy to maintain a high level of confidentiality. Strong technical skills to learn and use enterprise systems needed to track budget maintain class schedules and process contracts including but not limited to PeopleSoft Campus Solutions Examsoft Canvas 25Live PeopleAdmin Curriculog Follett Panther Analytics DocuSign Sodexo and Working at Chapman portal. Arithmetic and calculation skills to prepare financial forms. Accounting skills with the ability to monitor budget and expenses. Ability to work effectively as part of a team and collegially with staff faculty and administration. Ability to use word processing internet and electronic mail software including Microsoft Office Suite. Ability to make travel and lodging arrangements. Working knowledge of university policies and procedures that pertain to the positions duties. Ability to prioritize work duties when faced with interruptions distractions and fluctuating workload. Ability to exercise sound judgment and accomplish tasks promptly. Strong organizational skills with the ability to prioritize multiple projects maintain composure and have a good attitude when multitasking. Ability to schedule and coordinate logistics for meetings and events including coordinating catering room reservations and setup. Strong commitment to service. Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels both inside and outside of the university.
Required Experience:
Unclear Seniority
Employment Type
Full Time
Key Skills
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