University Program Specialist

Job Description

• Manage and prioritize the Vice Chancellor's calendar, meetings, deadlines, and engagements
• Serve as a primary point of contact for requests directed to the Vice Chancellor
• Prepare meeting materials, correspondence, briefing documents, and background research
• Coordinate leadership meetings, retreats, councils, and planning sessions
• Develop agendas and assemble executive meeting materials
• Take meeting minutes and document key decisions, action items, and timelines
• Maintain action-item tracking systems and follow up with responsible stakeholders
• Create and distribute newsletters, division updates, and organizational communications
• Update division webpages, calendars, staff information, and program content
• Coordinate communications with University Communications, ITS, and campus partners
• Support Vice Chancellor-led projects and strategic initiatives
• Track project milestones, deliverables, budgets, expenditures, and status updates
• Prepare reports, presentations, and executive briefings
• Monitor project progress and escalate issues requiring leadership attention Job Description: Insight Global is seeking a University Program Specialist: Executive Operations and Division Coordination for a leading higher education client. This individual will serve as the operational hub supporting the Vice Chancellor for Research and Engagement, ensuring executive priorities, leadership meetings, organizational communications, and strategic initiatives are effectively managed and executed. The ideal candidate is highly organized, proactive, and capable of operating independently while managing confidential information and interacting with senior leaders across the university. This role will involve executive calendar management, leadership meeting coordination, communications and newsletter development, website content updates, project management, and follow-through on division-wide initiatives. Candidates with exceptional administrative, communication, and organizational skills who thrive in fast-paced, mission-driven environments will be highly successful in this opportunity.

Skills and Requirements

Must-Haves:

• Bachelor's degree and relevant experience in program coordination, administrative operations, project management, organizational support, or related field
• Experience managing complex calendars, meetings, deadlines, and competing priorities
• Strong written and verbal communication skills
• Experience preparing professional correspondence, meeting notes, reports, executive summaries, and briefing materials
• Demonstrated ability to handle confidential and sensitive information with discretion
• Experience coordinating across multiple stakeholders and departments
• Proficiency with scheduling, document management, collaboration, and project-tracking tools
• Strong organizational skills with ability to work independently and exercise sound judgment
• Experience supporting senior-level executives or university leadership
• Higher education experience and familiarity with university operations
• Experience coordinating executive leadership meetings and retreats
• Experience preparing meeting minutes, decision logs, and action-item tracking
• Newsletter, communications, website maintenance, or internal communications experience
• Project management experience involving budgets, travel, purchasing, and cross-functional initiatives Experience working within research, nonprofit, government, or similarly complex organizations

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [email protected].