Job Details

Program Specialist, P&O

Position Number: 6643023
Location: West Hartford, CT
Position Type: Student Affairs and Services

University of Hartford

Program Specialist, P&O

FLSA Classification
NE

Reports to
Department Head/Chair

Salary Range
F1

Weeks Per Year
52

Work Week
40 hours (minimum)

Position Summary
Assumes responsibility for providing administrative support and coordinating activities to assist in the efficient and effective functioning of departmental programs and office operations. Provides administrative support to the Chair, Prosthetics & Orthotics and faculty members. Develops and coordinates the program plans and office operations, ensuring effectiveness. Manages the budget, maintains and updates student records for academic and accreditation purposes. Takes initiative to enhance the quality, effectiveness and utility of materials and activities of the program. Coordinates information and student data required for accreditation with confidentiality and tact while safeguarding the interests and well-being of the students. Performs all duties in full support of the University's mission, understanding that the positive and effective execution of these duties are instrumental to the education of the University's students.This position will support the Prosthetics & Orthotics program and will primarily be based off campus at the Hanger Clinic Location.

Hiring Range
Budgeted starting salary is $23.50 to $25 per hour, depending upon experience

Key Responsibilities
Student Affairs/Admissions

Interfaces with and evaluates perspective students. Serves as a primary liaison to current and prospective students, fielding inquiries and questions and handling sensitive information with confidentiality and tact. Establishes, cultivates, and maintains effective working relationships with internal and external constituencies in the development of innovative solutions to improve the educational experience of students.
Works closely with Chair and Program Directors to establish admissions processes and procedures. Reviews admission criteria.
Organizes onboarding and orientation communications to incoming students, including clinical requirements using products such as CastleBranch. Serve as point of contact for all incoming students and disseminate all relevant orientation information ensuring successful completion of onboarding steps.
Assumes responsibility for the management, oversight, execution, and assessment of events planned and sponsored by the program, including but not limited to orientation, pinning/graduation celebrations, practice board exam testing, and alumni events.
Coordinates all graduation event details including securing location, food, supplies and drafting/printing ceremony programs, plaques, and awards/certificates.
Provide student support for course registration. Provide guidance and assistance for registration questions, errors, and overrides.
Assists Program Directors with reviewing Gradebooks after every term. Assists with drafting and disseminating program level warning letters for each student in danger of meeting program milestones.
Assists in the maintenance and ordering of the annual updates of the Programmatic Policy Manuals.
Works in collaboration with the College's Marketing Manage to assist in creation program brochures or other necessary marketing material. Updates the College's information contained in the Undergraduate Bulletins, website, as well as other written materials.
Manages course materials on file for accreditation purposes. Manages accreditation as well as exit surveys.
Maintains advising lists.
Assists with accreditation reports, visits, advisory boards, and fees.

Financial

Assists the Program Directors & Department Chair with managing budget including ordering products (books, instructional/lab supplies), laundry, and other contracted services for the program.
Monitor Course Fee tracking and spending. Process Clinical Site payments as contracted. Prepares a variety of budget-related analyses and reports for review. Utilizes the University's online data system to track budget expenses and research information.
Manages faculty TEV's for faculty development as well as professional presentations. Reviews and corrects all documents prior to Accounts Payable submission.
Provides support for all program faculty (full-time, part-time, and adjunct) and program employees including supervising student workers. Submit EPAF's and responsible for time keeping for individuals assigned via university systems. Processes Honorariums for guest speakers/patient models, and assists with all arrangements for vendors, etc.

Operations

Assists the Chair and Program Directors with administrative management tasks including maintaining workflow, reporting procedures, creating and revising operating practices, record keeping, data collection, university, and reporting for accreditation purposes.
Ensures effective operation and detailed inventory of all program equipment (office and professional equipment) including scheduling of preventative maintenance, equipment repairs, and maintaining equipment inventory for teaching spaces. Reports all facilities and/or maintenance issues to create work orders with appropriate follow up.
Assists the Chair and Program Directors with marketing and communications related tasks including but not limited to, providing support and organization for program newsletter, student, alumni and outward facing events.
Keeps materials current for programs, posts job and sends announcements/emails. Work with Chair and program director to schedule faculty meetings, prepare agenda items, and document meeting minutes.

Performs other related duties as assigned.

Posting Number
PS1148P

Working Conditions
Normal office situation.

Education
Bachelors Degree

Physical Effort
Typically sitting at a desk or table. Light lifting or carrying 25 lbs. or less

Special Skills
The ability to work effectively with diverse groups.

Desired Start Date

Position End Date (if temporary)

Close Date
1/27/2026

Open Until Filled
Yes

Special Instructions Summary

For full application instructions and position description, visit: https://hartford.peopleadmin.com/postings/7525