Key Responsibilities and Required Skills for University Program Assistant

🎯 Role Definition

The University Program Assistant provides administrative and operational support to academic and co-curricular programs, enabling student success, efficient program delivery, and positive stakeholder experiences. This role coordinates logistics, maintains records and databases (CRM/LMS), supports recruitment and onboarding, assists with budget tracking, and acts as a primary point of contact for students, faculty, external partners, and vendors. The ideal candidate combines strong organizational skills, attention to detail, and a service-oriented approach with familiarity in higher education systems and privacy regulations (FERPA).

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant (Higher Education)
Student Services Coordinator or Desk Assistant
Admissions Assistant or Outreach Coordinator

Advancement To:

Program Coordinator / Program Manager
Academic Advisor or Student Success Specialist
Assistant Director of Student Programs or Operations Manager

Lateral Moves:

Events Coordinator (Campus Events)
Recruitment & Outreach Specialist
Registrar Office Assistant

Core Responsibilities

Primary Functions

Serve as the day-to-day administrative lead for assigned academic or student programs, managing calendars, scheduling meetings, coordinating faculty and student appointments, and ensuring all stakeholders are informed and prepared.
Coordinate program logistics for in-person, hybrid, and virtual events including venue booking, catering orders, AV setup, registration management, signage, accessibility arrangements, and on-site support to ensure smooth execution.
Manage participant recruitment and admissions workflows: process applications, track eligibility, confirm enrollments, send acceptance and orientation communications, and maintain waitlists.
Maintain and update program databases and CRM systems (e.g., Slate, Banner, Salesforce, Ellucian) with accurate participant records, program interactions, attendance, and outcome data to support reporting and retention initiatives.
Administer student records in compliance with FERPA and institutional privacy policies; process forms, secure consent, and handle confidential documentation with discretion.
Prepare, consolidate, and distribute program communications including emails, newsletters, social media posts, web content updates, and printed materials to maximize engagement and clarity.
Support budgeting and fiscal administration for programs: create purchase requests, track expenditures against budgets, reconcile invoices, process reimbursements, and coordinate with finance teams.
Assist with academic scheduling and course logistics: reserve classrooms or labs, coordinate adjunct faculty needs, manage syllabus distribution, and support grading or assessment logistics as directed.
Onboard new program participants and faculty by coordinating orientation sessions, distributing materials, setting up system access, and answering enrollment and curriculum questions.
Monitor program metrics and compile regular reports and dashboards on participation, retention, student satisfaction, and outcomes for program leads and institutional stakeholders.
Coordinate travel, accommodations, and itineraries for visiting scholars, guest speakers, and program staff, and handle travel reimbursement and expense reporting.
Maintain digital learning environments (LMS) and online program portals: upload resources, set permissions, troubleshoot user access, and liaise with IT for technical escalations.
Serve as the primary point of contact for student inquiries via phone, email, and in-person, triaging questions, escalating complex issues to advisors or faculty, and providing timely, service-oriented responses.
Facilitate student support processes, including scholarships, stipends, work-study placements, financial aid queries, and referrals to counseling, disability services, and campus resources.
Coordinate assessment and accreditation support activities: collect course evaluations, assist with survey distribution, compile assessment data, and prepare documentation for program reviews.
Manage vendor relationships for program supplies and services, solicit quotes, coordinate orders, oversee delivery and quality, and ensure compliance with institutional procurement policies.
Lead logistics for student placements, internships, clinical rotations, or externships by coordinating employer communications, scheduling site visits, and ensuring completion of required documentation.
Design and maintain standardized templates, forms, and process guides for program workflows to improve consistency, reduce errors, and accelerate onboarding of new staff.
Support outreach and community partnerships by organizing information sessions, campus tours, recruitment events, and collaborative meetings with schools, employers, and nonprofit partners.
Compile and proofread marketing collateral, program brochures, application materials, and grant support documents to ensure brand consistency, clarity, and accuracy.
Track and follow up on action items from program meetings, prepare agendas and minutes, and maintain project timelines to ensure deliverables are met on schedule.
Implement participant feedback loops by collecting evaluations, synthesizing qualitative and quantitative responses, and providing recommendations to program leadership for continuous improvement.
Assist with compliance activities and record-keeping related to institutional policies, state and federal regulations, and specialized program accreditation standards.
Provide cross-functional support during peak program cycles (e.g., orientation, registration, graduation) and serve as back-up for related administrative functions as needed.
Maintain physical and digital filing systems for program documentation, archival records, and retention schedules to support audits and historical record-keeping.

Secondary Functions

Support ad-hoc data requests and prepare exploratory analyses for program leads, institutional research, and grant reporting.
Contribute to program planning meetings, strategic initiatives, and the organization’s student success roadmap by offering operational insights and capacity estimates.
Collaborate with cross-functional teams (admissions, registrar, financial aid, IT, marketing) to translate program needs into operational requirements and workflow improvements.
Participate in institutional committees, working groups, and training sessions to stay current on policy changes, technology updates, and best practices in higher education administration.
Assist in pilot projects and process improvement initiatives, documenting current-state processes and recommending scalable solutions.
Provide input and test cases for new software implementations (CRM, LMS, scheduling tools) and participate in user acceptance testing.
Facilitate communication between faculty, external partners, and service providers during program launches or curriculum changes.
Maintain social media presence and campus event listings to increase program visibility and support recruitment campaigns.
Help coordinate alumni engagement activities and track post-program outcomes for placement and career services reporting.
Serve as a resource on program procedures for temporary staff, interns, and student employees, providing training and mentoring when necessary.

Required Skills & Competencies

Hard Skills (Technical)

CRM and database management (e.g., Slate, Salesforce, Banner, Ellucian) — data entry, record integrity, segmentation, and list management.
Learning Management Systems (LMS) administration (e.g., Canvas, Blackboard, Moodle) — course setup, user roles, content uploads, and troubleshooting.
Microsoft Office Suite (Excel: VLOOKUP/PIVOT/Tables, Word, Outlook) and Google Workspace (Sheets, Docs, Calendar) — advanced spreadsheet and scheduling skills for reporting and logistics.
Event and registration platforms (e.g., Eventbrite, Cvent, 25Live) — event setup, registration flow, capacity planning, and attendee communications.
Basic budgeting and financial processing — purchase requisitions, PO tracking, invoice reconciliation, and departmental budget monitoring.
FERPA and student privacy compliance — handling protected student information securely and in line with institutional policies.
Data reporting and visualization (Excel, Google Data Studio, basic Tableau) — create dashboards and extract actionable insights for program metrics.
Digital communications and basic content management (CMS/Drupal/WordPress) — publish updates, manage web pages, and optimize content for clarity and accessibility.
Project and task management tools (Asana, Trello, Microsoft Planner) — maintain timelines, assign tasks, and track deliverables.
Basic HTML/email template editing and CRM-driven campaign execution — prepare segmented communication and track open/click metrics.
Travel and logistics coordination tools and expense systems (Concur, Chrome River) — booking and reconciliation.

Soft Skills

Exceptional written and verbal communication skills tailored to students, faculty, and external partners.
Highly organized with strong attention to detail and the ability to manage competing priorities in a fast-paced academic environment.
Strong customer-service orientation and ability to build rapport with diverse student populations and stakeholders.
Problem-solving mindset with the ability to anticipate operational bottlenecks and propose practical solutions.
Team player who collaborates across departments while taking initiative and ownership of assigned tasks.
Confidentiality and ethical judgment when handling sensitive student and institutional information.
Adaptability and resilience to handle shifting priorities during peak academic cycles.
Time management and the ability to meet deadlines under pressure.
Interpersonal skills for diplomacy, conflict de-escalation, and stakeholder negotiation.
Continuous improvement mindset: willingness to learn, document processes, and train others.

Education & Experience

Educational Background

Minimum Education:

Associate degree in Business Administration, Education, Office Administration, or related field; OR equivalent combination of education and relevant work experience (1+ years).

Preferred Education:

Bachelor’s degree in Higher Education Administration, Education, Business, Public Administration, Communications, or closely related discipline.

Relevant Fields of Study:

Higher Education Administration
Education / Student Affairs
Business Administration
Communications / Public Relations
Psychology, Counseling or Social Services (for student-facing roles)

Experience Requirements

Typical Experience Range:

1–3 years of administrative experience in higher education, non-profit, or program coordination roles.

Preferred:

2–4 years working directly with student programs, academic departments, admissions, or student services with demonstrated experience in CRM/LMS and event logistics.