The Program Specialist supports the Information Services (IS) Department by coordinating and executing a broad range of programs, projects, events, and operational activities that contribute to departmental success. This role is responsible for managing program logistics, tracking milestones and deliverables, supporting budget and vendor-related activities, and ensuring effective communication across stakeholders. The Program Specialist serves as a central point of coordination for key IS initiatives, such as department events, onboarding programs, internship programs, and other technology-focused engagements.
In addition to program management responsibilities, this role provides critical administrative and operational support, coordinating administrative and operational activities in support of leadership and departmental priorities and partnering across the Administrative Services team to ensure effective execution and follow-through in a fast-paced environment. The successful candidate will leverage tools to organize information, monitor progress, and provide data-driven insights.
The ideal candidate is highly organized, proactive, and adaptable, with strong communication and relationship-building skills. They are comfortable navigating complex stakeholder environments, breaking down communication silos, influencing leaders to make timely decisions, and taking initiative to ensure programs and projects are executed successfully from planning through completion.
Job Responsibilities:
- Administer a program or project.
- Develop and disseminate communications regarding the program or project.
- Resolve program-related and/or project related issues.
- Track program progress, adoption, or performance and provide ongoing reports to leadership/program sponsors.
- Track and analyze data to identify trends and make recommendations.
- Support program by identifying process improvement opportunities; Execute program initiatives.
- Assist in event planning and implementation while managing all project delivery elements within timelines.
Propose ideas to improve provided services and event management quality. - Perform other duties as assigned to meet the goals and objectives of the department and institution.
- Maintains regular and predictable attendance.
Minimum Education and/or Training:
- Bachelor's degree required.
Minimum Experience:
- Minimum Requirement: 1+ years of experience in program coordination.
- Some experience/knowledge in working with project planning tools is a plus.
- Some experience handling and coordinating all events operations preferred.
- Some experience creating monthly calendars and other reports related to events, preferred.
Special Skills, Knowledge and Abilities:
- List pertinent skills, knowledge and abilities the person should have to be successful in the job.
- Ability to think critically, draw insights and connect the dots. Openness to change and adapting to changing times with resilience and flexibility.
- Learns on the job and applies skills in routine tasks and activities; delivers under supervision and guidance.
- Understands the task at hand, seeks out information, and draws conclusions from available data to deliver outcomes. Adapts quickly to changing priorities to perform as needed in his/her role. Remains calm when faced with changes to (and in) their work.
- Skills in communicating complex ideas effectively to diverse audiences and influence others to see different points of view.
- Seeks clarifications to understand what is being said. Is able to clearly summarize information learnt to confirm understanding. Writes in a clear and concise manner and speaks succinctly and confidently.
- Focus on setting high targets, following through with actions, and achieving results. Ability to anticipate roadblocks and circumvent challenges.
- Plans in advance, organizes own work, and executes high-quality work on time. Shows initiative to take on more responsibilities/work. Embraces goals and demonstrates a sense of urgency in achieving them. Holds self to high standards and keeps pushing to meet them.
- Skills in planning, forecasting, tracking, reconciling & budgets and spends. Ability to use related tools and systems to efficient operation.
- Shows a general understanding of budgets, tracking and reporting as well as related internal policies, processes and tools. Manages standard tasks related to tracking, reconciling and reporting of budget for own team, under supervision.
- Skills in organizing, analyzing and synthesizing data. Ability to use tools and systems to drive accuracy and efficiency. Ability to think critically while drawing insights and communicating them.
- Is familiar with creation and navigation of simple data management tools like excel spreadsheets as well as internal programs and systems. Gathers and organizes data in useful manner and generates standard reports/ analysis, with minimal errors.
- Skills in managing programs with an understanding of customer needs and overall institutional/ departmental goals. Ability to define project/ program goals, drive execution and manage risks.
- Shows a general understanding of the customer needs and program objectives. Exhibits basic grasp of project management process like scoping, scheduling, milestones, reporting, projecy planning tools, and templates to support program planning and coordination. Delivers on assigned tasks with speed and accuracy, seeking support as needed.
- Skills in sourcing, identifying and managing vendor relationships, contract negotiations and holding vendors accountable. Learning agility and strong grasp of vendor provided systems and technologies.
- Is able to apply knowledge/skills within own area to deliver tasks with limited guidance.
- Engages with vendor teams based on understanding of vendor management processes and scope. Drives execution of deliverables by vendor teams with an understanding of vendor contracts, and escalates suitably.
Compensation
In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current salary range is $60,320 - $105,040 per year for the role of Program Specialist.
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