Program Administrative Specialist

Job description

Job Description Summary & Additional Information Organizational Summary Statement: The Program Administrative Specialist for the Maryland Business Opportunity Center (MBOC) provides specialized administrative, operational, analytical, and client-assessment support to advance MBOC's statewide business assistance mission. Working under limited supervision, the position interprets program guidelines, evaluates client information and documentation, exercises independent judgment in prioritizing work and determining next steps, and supports the Program Director, advisors, partners, and businesses served through MBOC. The role helps ensure efficient program operations, consistent application of requirements, accurate reporting, and effective client service. Essential Duties & Responsibilities 80% Coordinate daily MBOC operations, including schedules, meetings, intake processing, documentation tracking, workflow sequencing, and follow-up activities. Apply established MBOC, SBDC, UMD, and grant-funding requirements; suggest, recommend, and assist in implementing revised procedures and practices that improve efficiency, consistency, and compliance. Maintain accurate client, program, eligibility, metrics, and compliance records in CRM systems, shared drives, and applicable reporting platforms. Conduct initial and ongoing assessments to identify client needs, readiness, barriers, documentation gaps, and appropriate program pathways. Provide substantive guidance regarding procurement readiness, required documentation, registration steps, program expectations, and available resources within established program parameters. Evaluate client submissions and supporting records for completeness, consistency, and alignment with program standards; determine when additional verification or follow-up is needed. Recommend appropriate next steps, solutions, referrals, and technical assistance resources based on client circumstances and program requirements. Determine client submissions are sufficiently complete to advance to advisor review or require additional information before proceeding. Prioritize cases and follow-up actions based on urgency, risk, program impact, deadlines, and operational needs. Interpret and apply program requirements to unique client situations and determine when issues should be escalated to an advisor or program leadership. Use data, research, documentation review, and client interactions to recommend improvements that strengthen efficiency, compliance, documentation quality, and client outcomes. 20% Serve as a liaison among clients, advisors, program staff, statewide partners, community organizations, business-support agencies, and internal departments to facilitate timely communication and coordination. Draft and distribute program announcements, reminders, client updates, and other information resources for staff, partners, and stakeholders. Coordinate logistics for workshops, webinars, outreach events, training sessions, and community engagement activities, including scheduling, materials, and participant communication. Compile and prepare monthly, quarterly, and annual reports using CRM data, staff submissions, and other program information; prepare draft reports, recommendations, and support materials for management. Collect, compile, and organize data for ongoing program activities, studies, plans, budgets, grant proposals, and project proposals; identify trends, gaps, and program needs. Maintain documentation and administrative processes in accordance with applicable federal, state, UMD, SBDC, and grant-funding guidelines and handle sensitive information with tact and discretion. Preferences: Bachelor's degree in business administration, public administration, economics, or related field. Experience supporting small business programs, procurement assistance, economic-development initiatives, or similar business-support services. Experience with CRM or database systems, such as NeoSerra) and familiarity with UMD systems such as Workday, procurement tools, and shared drives. Strong organizational, communication, and problem-solving skills. Knowledge of SBDC, MBOC, APEX, VBOC, or similar small‑business support programs. ​ Physical Demands: The position requires prolonged periods of computer-based work, including typing, data entry, virtual counseling, and report preparation. Telework is a part of the role, but the Program Administrative Specialist must also report to the office periodically for in‐person meetings or administrative needs. A valid driver’s license is required, as the role involves frequent travel within the local community and surrounding regions to conduct outreach activities. The admin assistant must also be able to travel throughout the state and occasionally out of state to attend professional development statewide conferences when needed. Posting Close Date: 09/18/2026 Open Until Filled: N/A Minimum Qualifications EDUCATION: Bachelor's Degree EXPERIENCE: Four years experience in administrative staff work. OTHER: REQUIRED KNOWLEDGE/SKILLS/ABILITIES: Working knowledge of reference and research methods and techniques used in collecting, compiling, and organizing data and information, working knowledge of analytical and statistical principles and techniques. Skill in the use of office automation software and its applications, ability to establish and maintain effective working relationships, to handle sensitive materials with discretion and tact, to present ideas and information clearly and concisely, both orally and in writing; to perform mathematical computations; to present statistical material in chart and graph form. Ability to independently handle multiple tasks and set priorities. OTHER: Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience. CONDITIONS OF EMPLOYMENT: N/A Job Risks Not Applicable to This Position Department VPR-UMCAPS-MD Small Business Development Ctr Worker Sub-Type Staff Contractual (C2) (Fixed Term) Salary Range $51,069.00 - $61,283.00 Benefits Summary For more information on Staff Contractual C2 benefits, select this link . Background Checks Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify anyone from employment. Before any adverse decision, the finalist will have an opportunity to provide information to the University regarding disclosable background check information. The University reserves the right to rescind the offer of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed. Employment Eligibility The successful candidate must complete employment eligibility verification (on Form I-9) by presenting documents that establish identity and work authorization within the timeframe required by federal immigration law, and where applicable, to demonstrate renewed employment authorization. Failure to complete employment eligibility verification or reverification within the timeframe set forth by law may result in suspension or termination of employment. EEO Statement The University of Maryland, College Park is an Equal Opportunity Employer. All qualified applicants will receive equal consideration for employment. Please read the University’s Equal Employment Opportunity Statement of Policy. Title IX Non-Discrimination Notice Resources Learn how military skills translate to civilian opportunities with O*Net Online Search Firm Managed Recruitment There are some positions that are not advertised on this career site as the search is being managed by a Search Firm. 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