Program Specialist

Position Summary:

The Program Specialist supports the program manager by undertaking a variety of administrative tasks. You will help in planning and organizing programs and carry out daily operational duties.

The ideal candidate will have strong organizing skills to coordinate the staff working on a program. It is an important role as the program specialist will ensure efficiency and a clear allocation of responsibility. The goal will be to facilitate the successful completion of each program according to the organization's standards.

Supervision Exercised:

• No, this position does not have direct reports.

Essential Duties & Responsibilities:

• Support program manager in planning programs and implementing policies and practices
• Support program manager in planning programs and implementing policies and practices
• Coordinate and organize program activities
• Schedule meetings and maintain agenda
• Monitor hours, workload, schedules and progress of the program team
• Encourage adherence to deadlines and schedules
• Report on issues or lags
• Assist in budgeting and tracking expenditures
• Help raise funds when appropriate
• Prepare paperwork and keep updated records
• Help build positive relations within the team and with external parties
• Maintain intranet (CommonGround) training site with accurate and current information
• Produce written communication, announcements and brief program descriptions for posting/email
• Maintain working knowledge of all training room technology, PolyCom, Shore tell webinars, LCD; work closely with IT and other departments in organizing and coordinating trainings across multiple sites.
• Collaborate within and outside the department and outside agencies to coordinate training events.

Clinical Education Program Specialist Additions:

• Provide support with CME provider reaccreditation materials and generate reports as evidence of Performance-In-Practice (PIP) Packets according to requirements set forth by accreditation body
• Facilitate Clinical Education Training and Steering Committee monthly meetings, update charter, membership log, attendance, agenda and minutes on Commonground (Sharepoint) Site
• Generate expiring certification reports and support Clinical Education Managers in HeartCode BLS LMS course assignment
• Prepare batch spreadsheet and upload CME offerings in PARS website on annual basis for review and submission in collaboration with Program Manager

Working Conditions:

• Standard office conditions.

Required Education (must have):

• Bachelor's Degree or equivalent experience

Desired Education (nice to have):

Required Licensing (must have):

Desired Licensing (nice to have):

MA Health Enrollment (required if licensed in Massachusetts):

• No, this is not required for the job.

Required Experience (must have):

• 0-2 years
• Proven experience as program coordinator or relevant position

Desired Experience (nice to have):

Required Knowledge, Skills & Abilities (must have):

• Working knowledge of project/program management practices
• Ability to deal with a diverse and multi-disciplinary team
• Excellent problem-solving and organizing skills
• Outstanding verbal and written communication skills
• Good knowledge of MS Office and program management software (e.g. MS Project)

Required Language (must have):

• English

Desired Knowledge, Skills, Abilities & Language (nice to have):

• bilingual preferred