Key Responsibilities and Required Skills for University Program Specialist

🎯 Role Definition

The University Program Specialist is a full-time higher-education professional responsible for coordinating, managing, and optimizing academic and co-curricular programs. This role partners with faculty, students, administrators, external partners and vendors to deliver high-quality program operations, ensure compliance with university and accreditation standards, collect and analyze program data, manage budgets and grants, support recruitment and retention initiatives, and deliver an exceptional student experience. The ideal candidate is organized, data-driven, student-focused, and experienced with learning management systems (LMS), student information systems (SIS), and higher-education processes.

📈 Career Progression

Typical Career Path

Entry Point From:

Academic Advisor
Program Coordinator / Project Coordinator (Higher Education)
Student Services Specialist / Enrollment Specialist

Advancement To:

Senior Program Specialist / Program Manager
Director of Academic Programs
Assistant/Associate Director of Student Success or Enrollment Management

Lateral Moves:

Curriculum Coordinator
Compliance & Accreditation Specialist
Grants & Sponsored Programs Coordinator

Core Responsibilities

Primary Functions

Lead the end-to-end management and continuous improvement of assigned undergraduate and/or graduate programs, including curriculum logistics, course scheduling, program calendars, program-level assessment, and coordination of practicum/internship placements to ensure timely program delivery and student progression.
Serve as the primary liaison between faculty, academic departments, advising teams, and central administrative units to facilitate program approvals, course changes, new course proposals, faculty teaching assignments, and cross-listing while ensuring alignment with institutional policies and accreditation standards.
Oversee and maintain accurate student records and program files in the Student Information System (e.g., PeopleSoft, Banner) and the Learning Management System (e.g., Canvas), ensuring FERPA compliance, timely degree audits, graduation clearance, and transcript accuracy.
Design, implement, and analyze program-level assessment plans and accreditation submissions, collect qualitative and quantitative evidence, prepare self-study documentation, and coordinate site visits and follow-up actions to meet institutional and accrediting body requirements.
Manage program budgets, monitor expenditures, process requisitions and purchase orders, prepare budget forecasts and variance reports, and collaborate with finance to ensure fiscal responsibility for scholarships, stipends, and program accounts.
Coordinate admission processes and enrollment management activities for the program, including application screening, conditional admissions processing, orientation plans, registration support, waitlist management, and yield efforts in partnership with admissions and recruitment teams.
Develop, execute, and measure strategic student recruitment and outreach campaigns (digital and in-person), manage program marketing collateral, update web content, and coordinate open houses, information sessions, and campus visits to increase enrollment and program visibility.
Provide individualized student advising related to program requirements, course sequencing, academic policies, internship placement, career pathways, and leave of absence/withdrawal processes while referring to campus resources and support services to improve retention and completion.
Coordinate faculty and staff meetings, committees, advisory boards, and external partner relationships; prepare agendas, take minutes, manage action-item tracking, and follow up to ensure timely completion of tasks and alignment with program goals.
Draft, review, and implement program policies and procedures (e.g., grading policies, transfer credit evaluations, academic progress standards), manage exceptions, and advise leadership on policy updates to support consistency and regulatory compliance.
Lead grant and sponsored program administration for assigned initiatives: prepare budgets, manage sub-awards, ensure compliance with sponsor terms, prepare progress reports, and coordinate with the Office of Sponsored Programs for audits and reimbursements.
Plan and execute experiential learning, internship, and practicum programs by developing host-site partnerships, producing learning agreements, monitoring student placements, and collecting employer feedback for program improvement.
Design and implement retention initiatives and early-alert systems, analyze risk indicators, coordinate interventions with advisors and support services, and report on impact metrics to senior leadership.
Track program KPIs (enrollment trends, retention rates, graduation rates, job placement) and prepare regular internal and external reports, dashboards, and presentations for deans, chairs, and accreditation bodies using Excel, Tableau, or institutional reporting tools.
Supervise program staff, graduate assistants, and student workers: recruit, train, evaluate performance, assign duties, and foster an inclusive, service-oriented culture that supports student success.
Oversee event planning and logistics for program-related activities (orientation, symposiums, ceremonies, conferences), negotiate contracts with vendors, manage room reservations and catering, and ensure accessibility and risk mitigation.
Coordinate international student processes and study abroad/education abroad components when applicable: support visa-related documentation, pre-departure orientation, partner institution communications, and credit articulation.
Manage scholarship and award programs: develop eligibility criteria, coordinate selection committees, administer award disbursements, and manage communications with recipients and donors.
Ensure compliance with federal, state, and institutional regulations (e.g., Title IX, Clery, FERPA), prepare documentation for internal audits, and support corrective action plans as needed.
Develop and deliver staff, faculty, and student training on program policies, systems (SIS/LMS/CRM), assessment processes, and best practices for academic and experiential learning.
Build and maintain relationships with alumni, community partners, internship hosts, and employers to create pipelines for student mentorship, internships, employment opportunities, and fundraising support.
Prepare and submit routine and special reports for accrediting agencies, institutional research offices, and external partners; coordinate data requests and ensure accuracy and timeliness of submissions.
Lead continuous improvement projects, coordinate process mapping, and implement technology solutions to streamline workflows, improve data integrity, and increase operational efficiency across program functions.
Act as a point of escalation for student and stakeholder concerns, mediate conflicts, apply judgment in complex situations, and make recommendations to senior leadership on policy or programmatic changes.
Coordinate cross-departmental initiatives such as diversity and inclusion programs, accessibility services integration, and community engagement projects that support program mission and student outcomes.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Maintain up-to-date knowledge of best practices in higher education program coordination, assessment, and student services; recommend innovations to enhance program quality.
Assist in development and management of program-related contracts, MOUs, and vendor agreements.
Provide back-up coverage for front-desk student services or admissions events during peak periods.
Support faculty-led research or community-engaged learning initiatives through administrative coordination and compliance support.

Required Skills & Competencies

Hard Skills (Technical)

Program management and coordination in higher education settings (course scheduling, program assessment, accreditation preparation).
Proficiency with Student Information Systems (e.g., PeopleSoft, Banner) and Learning Management Systems (e.g., Canvas, Blackboard).
CRM and recruitment tool experience (e.g., Slate, Salesforce, Recruiter) for application and yield management.
Strong Excel skills (pivot tables, vlookups/xlookups, data cleaning) and experience building dashboards in Tableau, Power BI, or similar reporting tools.
Budget management, financial reconciliation, and grant administration experience (pre-award and post-award processes).
Familiarity with FERPA, Title IX, Clery Act reporting, and other higher education compliance requirements.
Experience with assessment design, outcomes mapping, and accreditation self-study processes.
Event and project logistics management including vendor negotiations, contract coordination, and risk assessment.
Proficiency in MS Office Suite and Google Workspace; comfortable with CMS/web content updates and basic HTML for web content edits.
Experience using electronic forms and workflow tools (e.g., DocuSign, Qualtrics, JotForm) to streamline approvals and collect data.

Soft Skills

Exceptional written and verbal communication tailored for students, faculty, administrators, and external partners.
Strong problem-solving and critical thinking skills with the ability to make decisions and escalate when necessary.
Highly organized and detail-oriented with the capacity to manage multiple projects, deadlines, and stakeholders concurrently.
Student-centered mindset with empathy, cultural competence, and the ability to support diverse populations.
Collaborative team player who can build trust with cross-functional stakeholders and lead committees and working groups.
Adaptability and resilience in a dynamic academic environment; ability to respond to changing priorities and operate under pressure.
Proven leadership and people-management skills, including coaching, mentoring, and performance feedback.
Project management mindset: ability to create work plans, monitor milestones, and report outcomes.
Strong analytical orientation: comfort interpreting data to drive decisions and program improvements.
Customer-service orientation with a professional, helpful demeanor and strong follow-through.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s degree in Education, Higher Education Administration, Public Administration, Business, Social Sciences, or related field.

Preferred Education:

Master’s degree in Higher Education, Student Affairs, Educational Leadership, Public Administration, or related discipline.

Relevant Fields of Study:

Higher Education Administration
Educational Leadership
Business Administration
Public Administration
Counseling, Student Affairs, or Social Sciences

Experience Requirements

Typical Experience Range:

2–5 years of progressively responsible experience in higher education program coordination, student services, academic advising, or related administrative roles.

Preferred:

4–7+ years of experience with demonstrated success in program management, accreditation processes, curriculum coordination, budget and grant administration, and supervision of staff in a university setting.