Program Specialist
Wayne State University - Detroit, MI

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Assemble and maintain computer-based and hard copy files pertaining to the operation of a specific academic or service based program. Update files to reflect participant activity, completion of program requirements or tasks, eligibility for graduation, changes in addresses, and/or status, administrative activity of unit and reference materials.

Maintain and assist in the establishment of program and activity calendars and timetables. Schedule conferences, special events, meetings, work and interviews. Arrange necessary supplies, equipment and amenities for functions and office, prepare and gather paperwork for events. Schedule appointments.

Receive and direct incoming phone calls and visitors. Provide information to students, faculty and the general public about records, production status and programs policies, procedures and requirements; assist with problem solving.

Gather information necessary for professional staff to make decisions and perform work. Follow-up on missing information; verify records; update production and/or participant status; make initial recommendations for admission into or functioning of program. Approve student plans of work.

Type correspondence, informational packets, grant proposals, program material, contract bids, promotional literature, manuscripts and reports. Follow established practices or standards for presentation of material. Provide proofread documents for final review and/or signature.

Provide functional supervision to a small number (1-3) of clerical and part-time support personnel. Assign, monitor and review work activities. Train in appropriate methods and procedures. Coordinate work activities of unit support staff.

Perform related work as assigned.

Unique Duties

Coordinate Graduate program and Graduate recruitment program as follows:

For the Graduate program:
Process paperwork for graduate students and maintain/update graduate students academic file.

Enter admissions decisions into ALERT.

Provide departmental overrides in Banner for graduate courses.

Correspond with current and future graduate students daily regarding questions about the program such as program policies, procedures, and requirements.

Advise students on Master and PhD program requirements, eligibility for graduation, plan of work, change of status, etc.

Follow-up on missing information and verify records.

Assist in special activities for graduate students, i.e. open houses, welcome receptions, recruitment activities, etc.

Work closely with faculty advisors.

For the Graduate recruitment program:
Process paperwork and maintain/update applicant and Graduate Assistant files.

Obtain applicant information in ALERT.

Contact applicants to receive and provide information on their current application and to explain program policies and procedures.

Create appointment and renewal letters of offer.

Perform hiring duties for new GTAs/GRAs and Post-Doc

Fellows and maintain personnel files (i.e. provide hiring forms, create and submit EPAFs, process work authorizations and I-9s, index employment forms, etc.).

Assisst with orientation of new GTAs/GRAs and Post-Doc Fellows.

Work closely with Graduate Assistant recruitment committee.

Other duties as assigned.


High school graduate or equivalent combination of education and/or experience.

Thorough knowledge of University administrative policies and procedures relating to program area.

Reasonable knowledge of program mission and requirements.

Ability to communicate effectively with others.

Ability to operate standard office equipment.

Ability to type and use wordprocessing equipment with speed and accuracy.

Typically, incumbents have held lower level clerical or program records positions.

Preferred Qualifications

Testing Requirements

Clerical Exam,Speed and Accuracy typing (40 wpm)

Test Scheduling

Successful completion and passing of the Wayne State University's clerical skills and typing exams are REQUIRED prior to the posting close date. If you have not taken and passed the clerical exams, you MUST contact the Employment Service Center at (313)577-2010 to schedule an appointment.

Job Type


Job Category


Duration of Posting

Fiscal Year of Job Open Date


Job Open Date

(When job is posted in the system)


Job Close Date

(or until suitable candidate is found)


Is this position reposted?


Reposting Reason:
None (New Posting)

Application Information

Instructions for submitting your application:
Represented Position Message

This position must be filled pursuant to the provisions of a collective bargaining agreement, and as such may be filled by a qualified bargaining unit member, should one apply.

Wayne State University - 2 years ago - save job
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