[Hiring] Program Specialist @ORAU

Role Description

The Program Specialist supports the implementation and execution of educationally-based internship, fellowship, and research experience programs sponsored by federal agencies and other sponsors by performing key programmatic functions with the intent of the overall mission and the core values of the institution, including placing a primary emphasis on the student learner.

• Coordinates and performs technical support activities for a major program or program segments.
• Performs a variety of technical tasks, such as:
  • Maintaining data and electronic records
  • Processing payments
  • Verifying eligibility
  • Collecting and compiling information and data
  • Preparation of sponsor report and correspondence
• Establishes priorities and schedules tasks and activities based on program objectives and milestones.
• Performs planning and support activities for meetings, conferences, and seminars when required by the program.
• Coordinates logistics, scheduling, travel arrangements, meeting space, food service, and equipment.
• Provides on-site and off-site administrative support for meetings, conferences, and seminars as needed.
• Engages with applicants, participants, the general public, and alumni in virtual outreach and engagement events such as career fairs, information sessions, and webinars.
• Provides technical assistance to project manager and others using various software/databases to administer programs.
• Administers details associated with application processing.
• Executes tasks detailed in the program marketing and outreach plan including:
  • Distributing promotional materials
  • Posting program information in different outlets
• Supports application process including eligibility screening review and data verification.
• Uses databases, spreadsheets, and electronic financial systems to enter, verify, and maintain data.
• Creates reports from databases and other electronic systems.
• Assists in preparing applicant files for review by sponsor and/or review panels.
• Monitors administrative details associated with participant’s activities including:
  • Verifying that all contingencies for appointments are met
  • Processing stipend, health insurance, tuition, professional development, and travel payments
• Monitors progress of participant appointments, amendments, extensions, and terminations.
• Provides customer service by telephone and email.
• Executes tasks detailed in the program management plan.
• Verifies compliance with programs and Oak Ridge Institute for Science and Education (ORISE) policies.
• Communicates with applicants, recommenders, university staff, sponsors, mentors, the general public, and participants via telephone and email.
• Coordinates mass electronic mailings and prepares correspondence, program literature, marketing materials, websites, and reports using a variety of software packages and formats.
• Must actively contribute to the artificial intelligence (AI) modernization initiatives of the directorate by:
  • Supporting the integration and implementation of AI tools and technologies into workflows and other operational processes.
  • Identifying opportunities where AI can enhance efficiency, accuracy, and decision-making.
  • Fostering a culture of innovation and adaptability.
  • Collaborating with stakeholders to ensure seamless adoption.
• Assists management in the development of processes and actions to maximize program operation efficiencies.

Qualifications

• High school diploma and 2-4 years of job-related experience. Higher level education above minimum may count for additional experience.
• Excellent oral and written communication and organizational skills are required.
• Must demonstrate critical thinking and problem-solving skills.
• Must be able to deal effectively and professionally with a variety of people at various academic levels, as well as professional and cultural backgrounds.
• Must be proficient in the use of MS Office Applications including Word, Excel, Outlook, and PowerPoint.
• Knowledge of Share Point, social media, and database applications is desirable.
• Must be self-directed and capable of processing and prioritizing multiple tasks, and handling a large and varied workload with minimum supervision.
• Public speaking skills are desired.
• Must be able to master use of complex software/database systems such as Zintellect, ORISE Go, ORISE Connections, etc.
• Must possess the ability to understand, develop, and implement AI technologies to solve complex problems, optimize processes, and enhance decision-making.

Benefits

• Legally required benefits
• Group Health insurance including: Medical, Prescription, Dental, and Vision
• Retirement plan contribution matching
• Disability insurance
• Group life insurance
• Travel Accident Insurance
• Section 125 reimbursement accounts
• Other voluntary employee paid benefit and insurance offerings
• Telework
• Paid Time Off (PTO)
• Paid Holidays
• Flexible work schedules or compressed work weeks
• Occupational Health and Wellness Programs
• Employee Assistance Program