Programs Administrator

Programs Administrator (Full-Time)

Department: Student Success 
Reporting to: Senior Director of Student Success 
Schedule: Full-time, Non-exempt, approximately 35-40 hours per week   
Location: Remote, United States 
Travel required:  Approximately 10-12 days per year, over 3-4 occasions
Pay Rate: $20 per hour 
 

Summary
SSP International, Inc. (SSPI) is a non-profit organization that is synonymous with excellence in science education. At SSPI, we are guided by a mission to offer students transformational opportunities to learn, do, and belong in science. Since 1959, SSPI’s flagship program, the Summer Science Program, has offered immersive summer research experiences that ignite curiosity and inspire a lifelong passion for discovery. Guided by our mission, SSPI is focused on embracing collaboration, building a lifelong community, and fostering a diverse and inclusive environment where participants, alumni, staff, and stakeholders feel valued, supported, and empowered. With a global network of over 5,000 alumni, we continue to pave the way for the next generation of leaders. More information on our mission, vision, values, and programs can be found at www.ssp.org. 
 
Under the direction of the Senior Director of Student Success, the Programs Administrator primarily supports the Student Success team with process and workflow development, documentation, and implementation. This role supports the application and enrollment processes by communicating with students and parents and partner organizations, receiving and organizing accurate and organized data and documents, and ensuring that all participants complete all enrollment steps completely and on time. The Programs Administrator will also support new alumni by processing program surveys and reports, providing program completion documents, administering the recommendation letter process, and assisting with new alumni initiatives.  
 
Essential Responsibilities 

• Assist with the student application and enrollment processes, working to complete tasks as assigned including but not limited to:  

  • Application processing 

  • Answering questions about the application process via email, messaging and phone 

  • Tracking and reviewing enrollment documents and data 

  • Generating enrollment status reports 

  • Requesting overdue application and enrollment pieces  

• Communicate with applicants and parents from pre-application inquiries, during the application and enrollment phases, and through the program as needed 

• Maintain clear and organized records of enrollment progress and reports. 

• Assist with post-program evaluation documents, photos, and other records. 

• Monitor and fulfill incoming requests for alumni letters of recommendation. 

• Assist with mentor and mentee records and communication. 

• Performs other duties as assigned. 
   

Education and Experience 

• 2-year degree in any field  

• Two years of experience in program, project, or office administration or equivalent combination of education and experience 

 
Qualifications 

• Highly organized and detail-oriented in completing daily workflows and managing a large volume of database records and documents 

• Proficiency in Microsoft Office Suite, specifically Excel and Word for functions such as mail merge, as well as familiarity with project management tools such as Asana, and the ability to learn new technology and software. 

• Advanced interpersonal communication skills are required, including proficiency in communicating by phone, video, messaging, and email with students, parents, and organizational partners in a kind and firm manner, delivering clear and consistent instructions and information. 

• Self-motivated with a demonstrated ability to work independently in a fully remote environment, effectively managing time, prioritizing and completing tasks, and meeting deadlines while staying responsive and communicative. 

• Strong problem-solving skills and a proactive, systems-oriented mindset. 

• Ability to manage confidential information with discretion and tact. 

• Demonstrates commitment to SSPI’s Mission and Values in their daily work and interactions.  

• Ability to adapt to fluctuations in seasonal workflow and priority, and shift to perform other duties as assigned 

• Willing and able to work on an SSPI provided laptop 

Working Conditions 
The working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Constantly operates a computer. 

• The ability to observe details at a close range and the ability to adjust focus. 

• The ability to communicate information and ideas so others will understand.  

• Travel to twice yearly in-person staff meetings. 

Clearance Requirements 

• Authorization to work in the United States 

• Background clearance 

 
Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply for jobs unless they meet every qualification. SSPI values a diverse and inclusive workplace. If you are excited about this role but your experience does not align perfectly with all the qualifications, we encourage you to apply anyway. You may be just the right candidate for this or other opportunities.