Program Specialist

  • California Lutheran University
  • Thousand Oaks, CA, USA
Full Time Admin-Clerical

Job Description

Program Specialist


Position Category: Staff (Non-Exempt)


FLSA: Non-exempt


FTE: 1


Location: Thousand Oaks


University Background:


The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.


Basic Function:


Reporting to the Dean of the School for Professional and Continuing Studies, the Program Specialist coordinates and performs a variety of complex administrative and support functions for the School, with an emphasis on the Bachelor's Degree for Professionals and the Center for Lifelong Learning. These functions include supporting the program staff and faculty, event planning, mentoring student workers, co-developing & coordinating Continuing & Professional Education, liaising with constituents across campus, and program budgeting. Work cycles are longer involving multiple projects that vary in scope and timing. The Program Specialist serves as a resource to others and the individual is required to perform a full range of moderate to complex work assignments involving the use of sound judgment, discretion and decision-making.


Representative Duties:


Perform administrative duties and relieve the Dean and other staff of administrative tasks. E

Provide information to the Dean, SPCS staff, faculty, students and other persons as needed. E

Manage the front office and organize the day-to-day activities of the SPCS to assure efficient and effective office operations. E

Co-develop and coordinate Continuing and Professional Education. E

Support the Director of the Bachelor’s Degree for Professionals in hiring, training and acting as a secondary supervisor for student workers. E

Arrange, schedule, and organize a variety of meetings and appointments for the Dean of the SPCS and Director of the Bachelor’s Degree for Professionals program with on-campus and off-campus individuals and organizations and maintain the Dean’s calendar. E

When student workers are unavailable, respond to incoming inquiries (telephone, email, fax, web-based), screen and route messages and visitors to the appropriate personnel. E

Responsible for monitoring the SPCS budget and financial tasks, with a focus on filling out requisitions and requests for payment, assisting staff and faculty with reimbursements. E

Maintain various databases and/or email lists on various departmental operations; send notifications to faculty/staff as requested/needed. E

Plan, implement and monitor progress of assigned projects and provide reports on projects as requested. E Prepare a variety of complex materials from multiple sources and offices including drafts, notes, letters, memoranda, agendas, minutes, reports, handbooks and other materials. E

Create, collect and maintain data and records on policies, procedures, and operations. E

Operate office equipment such as computers and related software (such as Perceptive Content, Colleague, Informer, Dynamic Forms), printers, scanners, and copy machines. E

Assist in the ordering and maintaining of equipment, materials, and supplies for general office use. E

Maintain current knowledge and records of regulations, policies, and requirements applicable to assigned position and office, and monitor programs, transactions, and services to assure compliance. E

Assist in the design and revision of essential documents in the SPCS. E

Complete procedures relating to the reporting of all course-related and instructor-related information in automated systems, including adding, modifying, and canceling courses and sections as needed. E

Assist in on-boarding of new instructors for the Bachelor’s Degree for Professionals program, including full-time and part-time faculty members; maintain faculty files, create and maintain a faculty database. E

Collect, organize and review course syllabi each term; oversee book orders, including desk copies of textbooks and other teaching materials from publishers, including (but not limited to) case studies, videos, etc. E

Assist in the planning of professional development for full-time and part-time faculty members, including (but not limited to) new faculty orientation materials as well as faculty workshops and events. E

Maintain and edit program website information and syllabi page; submit project requests to University Marketing as needed, and participate in marketing meetings. E

Plan, develop, implement, and maintain social media presence for the SPCS. E

Facilitate and/or co-facilitate event planning for New Student Orientations, Commencement Receptions, and other students engagement events as they are scheduled. Attend events as appropriate. E

Handle confidential information in a prudent manner and assist in the transfer of sensitive documents to Academic Services; also manage maintenance/shredding of student files. E

Perform other related duties as assigned.

E = Essential Duties


Knowledge Of:


University and SPCS vision, mission, goals and objectives. Regulations, policies, operations, procedures, specific rules and precedents of the office.

Modern office practices, procedures and equipment, including automated administrative systems. Basic budgeting practices regarding monitoring and control.

Record-keeping techniques.

Word processing, spreadsheet, database, presentation, and other relevant software applications, including Microsoft Word, Excel, PowerPoint, Outlook and Google Docs.

Proficient grammar, spelling, punctuation, and vocabulary.

Communication etiquette and techniques, including telephone and email.

Interpersonal skills using tact, patience and courtesy.

Knowledge of the relevant federal, state and voluntary regulatory environment.


Ability To:


Perform administrative support and clerical duties.

Operate a computer to enter data, maintain records and conduct word processing.

Coordinate, organize, and oversee office activities.

Type, keyboard, and/or enter data accurately and at a speed necessary for successful job performance.

Maintain spreadsheets and files with minimal errors.

Compose correspondence and written materials.

Prepare reports by gathering and organizing data from a variety of sources. Work confidentially with discretion.

Meet schedules and deadlines by prioritizing work.

Make arithmetic calculations quickly and accurately.

Communicate clearly and concisely, both orally and in writing.

Learn policies, procedures and regulations and apply to specific situations.

Answer telephone calls and other communication and respond courteously and professionally, demonstrating exceptional customer service skills.

Determine appropriate action within clearly defined guidelines.

Schedule and coordinate meetings, conferences and appointments.

Relay messages, screen and route calls and visitors.

Establish and maintain cooperative and effective working relationships with others.

Identify policies or procedures that are ineffective and develop new polices and procedure to enhance program or office operations.

Work effectively with frequent interruptions.

Speak publicly in front of on-campus and off-campus audiences.

Train and provide work direction to others.

Staff the SPCS front office from 9am-6pm Monday-Thursday, and 8am-5pm on Fridays.

Travel to off-campus events; work evenings and weekend hours as required.


Minimum Qualifications:


Any combination equivalent to: Two years of college-level coursework and two years of administrative support experience. Strong commitment to justice, equity, diversity, and inclusion.


Preferred Qualifications:


Prior experience as an administrative assistant in non-profit, higher education, other educational or corporate setting. Prior experience working with Continuing & Professional Education. Bachelor’s Degree


Licenses and Other Requirements:




Physical Abilities:


Working Environment:


Busy office environment; subject to frequent interruptions; pro-active and frequent interaction with other individuals and offices. Team oriented, collaborative, and inclusive setting.


Posting Number: Staff003372020


Number of Vacancies:


Desired Start Date: 08/16/2021


Position End Date:


Open Date: 06/30/2021


Close Date: 7/19/2021


Open Until Filled: Yes


Application Procedure/Special Instructions:


In your cover letter, please share why you are interested in this specific position within the School for Professional & Continuing Studies at Cal Lutheran, how your experience translates, and describe how you will work to create an office/campus environment that is welcoming and inclusive.


To apply, visit


California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes. Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.


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