Program Management Specialist

College Park, Maryland
Sep 28, 2021
Nov 02, 2021
Program Manager
Full Time

Program Management Specialist

University of Maryland, College Park

Adele H. Stamp Student Union

Apply by: October 18, 2021

For details and to apply:

Position 101029  or

Under limited supervision, this position provides front line customer service and administrative support, coordinates billing and accounts receivable operations, and processes non-revenue generating resource requests. In addition, this position helps supervise several student employees.  

Specific Duties:

  • Manage billing and accounts receivable for Event & Guest Services including processing transfer payments using the University’s Kuali Financial Services system (KFS) for room rental and equipment, and technology services maintains client accounts.  Enter deposit charges and event payments into EMS, our event management system, and the Kuali system along with all supporting documentation on a weekly basis.  Prepare and review the EMS Aging Report and send notices to clients with outstanding bills on a monthly basis. Reconcile all KFS and Internal Service Requests (ISR) transactions posted in the Kuali system on a monthly basis.  Process billing for Pepsi and Hoff Fund sponsored events. Reconcile all Internal Service Requests (ISR) submitted through the Stamp Ticket Office on a daily basis. Update payment transaction information in EMS from the Stamp Ticket Office staff on a daily basis. Identify and process payment credits in EMS on a daily basis. Send deposit and final payment due billing reminders to clients on a daily basis.  Process and distribute event invoices and send customer service assessment to all clients. Oversee the departmental office supply ordering for Event and Guest Services. Assists the Assistant Director with the preparation of annual quantitative and qualitative reports.
  • Oversee Event & Guest Services customer service operations, document customer service procedures, and direct customers to appropriate staff to resolve issues. Manage the Event & Guest Service Office’s general phone line and email account to ensure prompt responses to client questions and concerns. Collect and distribute office mail. Provide administrative support to the Assistant Director. Help supervise 2 -3 student hourly office assistants.
  • Review, approve, and process requests for non-revenue generating services (Classrooms, display cases, banner space, and outdoor tables) submitted through our virtual eCalendar request process to ensure compliance with Stamp, University, and local government policies and laws. Assist with the review, approval, and processing of requests for eCalendar accounts. 
  • Provide additional administrative support for Event & Guest Services including but not limited to coordinating parking codes, assisting with special projects, assisting with implementing emergency procedures, and other duties as assigned. 

Minimum qualifications:

Bachelors degree AND Two years experience in administrative staff work. 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.

Preferred qualifications:

At least five years of secretarial, administrative assistant and/or financial billing experience is preferred. Ability to work consistently 8:30am – 5pm, in-person. Ability to independently handle multiple tasks and set priorities. Ability to excel in providing excellent customer service, and the ability to present ideas and information in a clear and concise manner both orally and in writing. Demonstrated skill in the management of office operations using networked computers using multiple software programs including Microsoft Word and Excel, and the use of other office automation machines and applications (fax machines, copiers, multi-line phones). Ability to establish and maintain effective working relationships with diverse populations, and handle sensitive materials with discretion and tact. Previous use of event management software programs is a plus.