Program Specialist

  • Otis College of Art and Design
  • United States
  • May 23, 2024
Full time Extension & Outreach

Job Description

Program Specialist

We are searching for an experienced Program Specialist at our Generic Location campus. 

Primary Duties and Responsibilities: 


The Program Coordinator plays a critical role in the development and delivery of Extension programming, through supporting and executing various important responsibilities of Extension's operations, communication, and curriculum. 


In coordination with the Dean of Extension and appropriate Extension staff members, assist with and execute various complex operational Extension work functions. * Coordinate important logistical information related to Extension programming directly with Extension instructors, students, Otis staff, outside entities, and other individuals, as determined by the Dean of Extension or appropriate Extension members. * Facilitate course and program requirements including, but not limited to, models, Zoom ID's, required equipment/supplies, rooms, off-site logistics, and course materials. * Help ensure quality control of workflows throughout the department. Facilitate efficiency of processes and follow up actions. Serve as a resource to others on departmental, programmatic, and College-wide procedures. Provide backup support and relief coverage within Extension, as appropriate. Interact with other Otis College offices to facilitate communication and information exchange. * Assist with the maintenance of the Extension website through the inputting of new and updated information, proof existing and new copy/course information, and ensuring all public facing information is current and relevant. Ensure policies/procedures, course information, and other departmental information is communicated accurately and effectively to the public through online, email, phone, marketing, and other communication channels. * Coordinate the production and distribution of program materials, such as, but not limited to, attendance rosters, grading rosters, course materials, informational materials, marketing materials, etc., as determined by the Dean of Extension or appropriate Extension staff member. * In coordination with the Dean of Extension and appropriate Extension staff members, ensure that Extension instructors deliver all grades, course materials, attendance rosters, evaluation forms, etc. related to their specific program correctly and in a timely manner. Assist with and facilitate communications and outreach relevant to instructors and students related to curricular programming information, policies, procedures, and updates. * Assist with the preparation and execution of Extension special events. Attend functions to ensure satisfactory outcomes, as determined by the Dean of Extension or appropriate Extension staff members. * Collaborate with other offices, departments, and staff across the College. May be asked to represent Extension on College committees and at meetings. * Provide guidance and instruction to student employees and volunteers, as assigned by the Dean of Extension and appropriate Extension staff members.

Required Qualifications:


The successful candidate must be a self-starting, hardworking, creative, strategic thinker capable of multi-tasking, working professionally with current, former, and prospective Extension students, and able to provide outstanding customer service at all times. Must be able to work both independently and as part of a team. Knowledge of policies, procedures, and regulations affecting student registration and enrollment, student privacy, and FERPA is required. Must have knowledge of art and design fields and professions offered within Extension (including professional business requirements and best practices). Excellent organizational skills with attention to detail required. Must have demonstrated commitment to working with diverse populations of students, faculty, and staff. 

At least three years of relevant higher education administration experience preferred. Bachelor's degree preferred. Previous experience working in Continuing Education/Extension previously preferred.

FLSA Status: Non-Exempt


Compensation Type: Hourly Wage

Salary Range: 25.00 - 25.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

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