PROGRAM ADMINISTRATION

MODULE 1 ( WEEK 1-2)

TOPIC:
Program Administration
Importance of Program Administration
Role of Program Administrator
Components and Skills of Program Administration

PROGRAM ADMINISTRATION
A program administrator is a management professional who organizes and leads a
specific program or initiative within an organization. The programs and initiatives that program
administrators oversee come in many forms. These forms include:

 Health and wellness

 Employee benefits
 Customer experience
 Data analytics
 Employee engagement
 Regulatory compliance
 Mentorship

Most program administrators work as part of an organization in on-site offices. This can
help them relay information to their teams, respond to urgent requests and develop a relationship
with departments within the organization. Some program administrators may work from home
offices, allowing them the flexibility of working from home while performing the duties of their
role. These program managers may also be freelance program managers who a company can hire
to lead a program or initiative through its beginning stages.

IMPORTANCE OF PROGRAM ADMINISTRATION

1. The complexity of the program is manageable.
Managing a program is hard to do. Not counting the interlinkages that are necessary for
the program to be able to execute effectively. That is why the program administrator is important
because there is someone who oversees the entirety or the overall activities of an organization,
especially of a program. The presence of the program administrator itself is what makes the
program feel alive. Furthermore, handling the complex, tough, and what seems impossible to be
managed which the program administrator's task to do because of its skills increases the hope of
the program and also the organization.
2. The communication process within the organization is executed well.
One of the required skills of a program administrator is communication skills. The
complexity is manageable because of that skill of the program administrator. Indeed, program
administrator is not just a position, it's a skill! Have you ever thought of being a program
administrator without this skill? How would you handle all the operational activities of the
organization inside and out? It's too good to be true! Having a program administrator is essential
to be able to handle the communication process.

3. The staffs are trained on a high-quality level.

A team needs someone who has the capacity to nurture its members. That is where the
program administrator enters the picture! They don't just hire, they also train. Why? Because at
the end of the day, the quality of personnel or employees the program administrator has in the
team is an asset to the organization and to the objective and accomplishment of the program.
4. The financial accountabilities are met according to what is needed.
Budget or funds is inevitable to any program, it is their lifeblood. The program
administrator must not only ensure the quality of the personnel and objective of the program,
they also need to make sure that the funds needed for it to come into reality and the budget
allocated for it is managed accordingly.
5. The operations or activities related to the program is supervised.
Program administrators don't only work within their team, they also work outside their
team. It is very important to have a program administrator that will manage a certain program
because not only it strengthens its employees or members but also the related or connected
people necessary to the accomplishment of the program.

ROLE OF THE PROGRAM ADMINISTRATION

Program administrators are responsible for planning, directing, and coordinating their
organization's program or service. Their duties and responsibilities may vary depending on the
industry they work at, such as educational, community, and social services. Among these duties
are selecting and supervising the staff to manage a certain program or project, managing the
program's budget, and evaluating the success of a program. To become successful in this role, a
program administrator must have in-depth knowledge of project management disciplines,
leadership skills, and decision-making and problem-solving skills.

Roles that Program Administrators do:

 Overseeing budgets and funding

 Reviewing and improving practices within the programs
 Hiring, supervising and coaching team members.
 Oversee all operations, activities and budgets for each program
 Lead fundraising efforts when needed
 Review and improve applied standards and practices
 Prepare and monitor program calendar
 Reschedule or rearrange tasks and projects as necessary
 Hire, supervise and coach team members (e.g., project managers, program
supervisors)
 Manage relations with vendors or partner organizations
 Resolve issues to keep programs rolling
 Ensure compliance with all relevant regulations for each program
 Prepare reports on the programs’ status or problems
 Recommend improvements and present ideas for new programs

What does a Program Administrator do?

Program administrators are responsible for a broad range of directorial level duties
related to the planning, implementation, supervision, and optimization of a program offered by a
business or organization. They have financial accountabilities such as managing budgets and
overseeing funding. They hire, train, and supervised staff.
What they do:
• Program administrators coordinate all of the resources, meetings, records of payments,
key milestones, communications and documentation involved in a program or project.
• They ensure that projects meet budgets and delivery dates.
• Program administrator is usually responsible for developing a plan or framework that
organizes the project into clear tasks, which are delegated to specific staff members.

REQUIREMENTS FOR BECOMING A PROGRAM ADMINISTRATOR

Below are the requirements for becoming a program administrator:
1. Education
Program administrators often have two routes of entry into the field, and education is the
first one. To pursue a career as a program administrator, you can get a bachelor of science or a
bachelor of arts in business or a related field. Through this degree path, you may develop skills
to help you manage teams of professionals, seek ways to recruit new professionals into an
organization and develop positive relationships with professors, peers and experts in the business
industry who you can rely on to help you when you have questions or want to talk about new
business ideas.
2. Experience
The other path that programs administrators may take to enter the field is to gain enough
experience in related roles and grow into their position. Using this path, you may start as a
program coordinator in a training role such as a program administrator trainee, which helps you
develop practical skills before you’re the one who leads a project. This path also helps you create
professional connections with people already working in your field who you can turn to when
you have questions and help you create new business ideas, programs and initiatives for your
organization.
3. Technology
One requirement for the role that might now be immediately apparent is the use of
technology. Program administrators often use technology such as spreadsheets, management
software, presentation software and other technology to help make their job easier. These
technologies can help them communicate with multiple professionals quickly, make their
processes more efficient, decrease the cost of their program and increase the productivity of their
staff. Whether you entire the field through education or experience, learn about the technologies
you have and think about the best ways you can maximize your use of the technologies to
achieve your program’s mission aim.
 COMPONENTS AND SKILLS FOR PROGRAM ADMINISTRATORS
Below are skills that program administrators use in their careers:
1. Leadership
Leadership is your ability to guide or influence other people, teams or entire
organizations to achieve a specific, measurable and attainable goal. Program administrators are
management professionals, so developing your leadership skills can be important if you want to
start a career in this profession. You can learn leadership skills by taking classes during your
undergraduate education or by asking for leadership roles in your organization. Both can help
you learn practical methods to use for different leadership scenarios and both can also give you
the theoretical knowledge to lead your program and staff successfully.
2. Communication
Written and verbal communication skills are highly important administrator skills. Since
individuals in administrative roles usually need to communicate with a large range of people,
they also know how to communicate effectively with different stakeholders.
For example, communicating with their manager requires a different style to
communicating with clients. Delegation of tasks is also an integral communication skill, as is the
ability to convey complicated information.
Examples of administrative communication skills include:

 The ability to effectively communicate with a wide range of people in different ways
 Clarifying complex information, both written and verbal

Reference:
https://www.indeed.com/career-advice/career-development/what-does-program-
administrator-do
https://www.zippia.com/program-administrator-jobs/what-does-a-program-administrator-
do/
https://resources.workable.com/program-administrator-job-description