[Hiring] Senior Program Specialist @ORAU

Role Description

Are you passionate about supporting the next generation of scientists, researchers, and innovators? Do you thrive in dynamic environments that involve collaboration, coordination, and strategic planning? If so, we have an exciting opportunity for you to make a meaningful impact in the field of STEM workforce development! As a Senior Program Specialist, you will play an integral role in supporting research participation programs designed for postdoctoral, postgraduate, graduate, undergraduate, pre-college students and educators, and university faculty. These programs include research participation appointments, fellowships, and internships aimed at connecting talented individuals across all academic levels with valuable opportunities to contribute to their learning and development.

You will serve as a lead non-exempt staff member for the group, working with the project manager, associate manager, and senior manager to perform a variety of complex and difficult administrative functions in direct support of a program's activities. This position requires full knowledge of all the administrative processes and trains all new program specialists within the group on how to perform and complete the processes.

Responsibilities

• 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.
• Coordinates the logistics, scheduling, travel arrangements, meeting space, food service, and equipment required by the program.
• May provide on-site and off-site administrative support for meetings, conferences, and seminars.
• Communicates with applicants, recommenders, university staff, sponsors, mentors, 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.
• Engages with applicants, participants, general public, and alumni in virtual outreach and engagement events such as career fairs, information sessions, and webinars.
• Uses virtual meeting software to communicate and share information with attendees.
• Monitors administrative details associated with participants’ 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 ORISE policies.
• Administers details associated with application processing.
• Executes tasks detailed in the program marketing and outreach plan including distributing promotional materials using mailings and postings 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.
• Responsible for the accuracy of the participant data records and inventory.
• Coordinates monthly data quality checks with program specialists and the internal audit team.
• Maintains and tracks physical participant data files within the records warehouse and digital files in Zintellect.
• Ensures file accuracy for external audits and assessments.
• Provides technical assistance to project manager and others.
• Trains new program specialists on how to use a variety of software/databases to administer programs to include Zintellect, ORISE GO, SAP Concur, ORISE Connections and other technical software.
• Contributes to the AI modernization initiatives of the directorate by supporting the integration and implementation of AI tools and technologies into workflows and other operational processes.
• Assists management in the development of processes and actions to maximize program operation efficiencies.

Qualifications

• High school diploma and 4 to 6 years of job-related experience. Higher level education above minimum may count for additional experience; associate or bachelor’s degree preferred.
• Must have the ability 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 Artificial Intelligence (AI) technologies to solve complex problems, optimize processes, and enhance decision-making.
• Must have excellent oral and written communication and organizational skills.
• Must demonstrate critical thinking and problem-solving skills.
• Must be proficient in the use of MS Office Applications including Word, Excel, Outlook and PowerPoint.
• Knowledge of AI applications such as Co-Pilot and ChatGPT, 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.
• Must have public speaking skills.

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