How to hire an administrative and program specialist

How to hire an administrative and program specialist, step by step

Here's a step-by-step administrative and program specialist hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an administrative and program specialist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative and program specialist
• Step 8: Go through the hiring process checklist

What does an administrative and program specialist do?

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1. Identify your hiring needs

   Before you start hiring an administrative and program specialist, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   An administrative and program specialist's background is also an important factor in determining whether they'll be a good fit for the position. For example, administrative and program specialists from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list presents administrative and program specialist salaries for various positions.

   Type of Administrative And Program Specialist	Description	Hourly rate
   Administrative And Program Specialist	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$16-39
   Program Administrator	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... Show more	$16-35
   Administrative Coordinator	An Administrative Coordinator oversees the line of communication and schedules within a company, ensuring that every necessary information is delivered and conveyed. An administrative coordinator's responsibilities include responding to inquiries and requests from workforce personnel or client, managing calls and correspondence, maintaining and rotating various forms of documentation, and designing or improving systems that would help the company's operating procedures... Show more	$13-26

   Show more

2. Create an ideal candidate profile

   Common skills:

   • SharePoint
   • Payroll
   • Management System
   • Provides Administrative Support
   • Administrative Tasks
   • Administrative Functions
   • Administrative Assistance
   • Statistical Data
   • Medicaid
   • Financial Management
   • State Regulations
   • Office Management
   • Public Health
   • Technical Assistance

   Check all skills

   Responsibilities:

   • Assist SVP with managing transition to effectively disband correspondent department and close office.
   • Assist in inventory and tracking of computer components, parts and other relate data through the management of spreadsheet or SharePoint.
   • Design multiple SharePoint sites for various lines of business and revise and convert all internal web-base documentation to the new platform.
   • Resolve discrepancies involving payroll, compensation and benefits.
   • Aid in the maintenance of university departmental accounts payable/receivable, invoicing and payroll.
   • Coordinate travel arrangements in DTS; schedule mode of transportation, prepare trip folders, arrange lodging reservations and develop itineraries.

   More administrative and program specialist duties

3. Make a budget

   Including a salary range in your administrative and program specialist job description is a great way to entice the best and brightest candidates. An administrative and program specialist salary can vary based on several factors:

   • Location. For example, administrative and program specialists' average salary in maine is 64% less than in hawaii.
   • Seniority. Entry-level administrative and program specialists earn 59% less than senior-level administrative and program specialists.
   • Certifications. An administrative and program specialist with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an administrative and program specialist's salary.

   Average administrative and program specialist salary

   $53,567yearly

   $25.75 hourly rate

   ---

   Entry-level administrative and program specialist salary

   $34,000 yearly salary

   Updated December 24, 2025

   Average administrative and program specialist salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$85,820	$41
   2	District of Columbia	$65,490	$31
   3	Virginia	$64,040	$31
   4	Maryland	$61,881	$30
   5	Washington	$61,838	$30
   6	Georgia	$60,834	$29
   7	South Carolina	$54,581	$26
   8	Texas	$53,195	$26
   9	Colorado	$52,506	$25
   10	North Carolina	$51,567	$25
   11	Wisconsin	$50,837	$24
   12	Illinois	$50,556	$24
   13	Louisiana	$50,305	$24
   14	Alabama	$50,111	$24
   15	Massachusetts	$48,597	$23
   16	Minnesota	$47,251	$23
   17	Oregon	$46,730	$22
   18	Indiana	$45,752	$22

   Average administrative and program specialist salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	University of California-Berkeley	$70,302	$33.80	1
   2	Portland State University	$69,634	$33.48	1
   3	MetroStar	$65,438	$31.46
   4	National Park Foundation	$64,000	$30.77	2
   5	Vanderbilt University Medical Center	$63,029	$30.30	13
   6	Water Mission	$62,954	$30.27
   7	Washington State University	$59,943	$28.82	4
   8	Federal Reserve Bank	$58,908	$28.32	6
   9	Boston College	$58,693	$28.22	1
   10	The University System of Maryland Foundation	$58,680	$28.21
   11	University of Tennessee	$58,535	$28.14	36
   12	Minnesota State Fair	$58,068	$27.92	32
   13	Georgia State University	$56,591	$27.21	15
   14	Virginia.gov	$55,935	$26.89	3
   15	Colorado State Express	$55,404	$26.64
   16	UNC Health Care	$54,255	$26.08	25
   17	NC.gov	$51,730	$24.87	48
   18	University of Wisconsin System	$50,102	$24.09	21
   19	Federal Reserve	$49,062	$23.59	1
   20	The State of Oregon	$46,619	$22.41	15

4. Writing an administrative and program specialist job description

   An administrative and program specialist job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an administrative and program specialist job description:

   Administrative and program specialist job description example

   The Educational Program Specialist is responsible for providing academic services through the Student Support Services Program (SSS). This TRIO program is federally funded through the U.S. Department of Education and serves students who are first generation, come from low income backgrounds, and/or students with disabilities. The purpose of the program is to increase retention and graduation rates of these students. Through a holistic approach, this position will provide students with the skills and inspiration needed to be successful in higher education and continue to graduate/professional school.
   
   Responsibilities include advising (academic, career, personal, financial), assisting in graduate/professional school preparation, conducting workshops, and tracking student records. The Educational Program Specialist should have great communication skills necessary to developing a good rapport with undergraduate students, faculty, and university staff.
   This position will be for Decatur and Dunwoody GSU Perimeter Campuses.
   
   A successful candidate should possess the following skills:
   
   •Ability to make oral presentations to undergraduate level students
   
   •Possess experience advising first-generation college students and individuals with disabilities
   
   •Ability to travel between campuses to perform required duties, attend meetings and other
   
   •Ability to lift and carry up to 25 pounds.
   
   Disclaimer:
   
   This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties.
   
   As such, job duties and/or responsibilities within the context of this job requisition may change at the discretion the employee's direct supervisor.
   
   Qualifications:
   
   Minimum Hiring Standard:
   
   Bachelor's degree and one year of related experience; or a combination of education and related experience.
   
   Preferred Hiring Qualifications:
   
   Master's degree and two years' experience counseling low-income academically under-prepared high school or college students in either a postsecondary educational or community-based human service agency.
   
   Special Instructions:
   
   Finalist candidate must provide three professional references.
   
   Georgia State University is an Equal Opportunity Employer and does not discriminate against applicants due to race, ethnicity, gender, veteran status, or on the basis of disability or any other federal, state or local protected class.

   Copy this example

   

5. Post your job

   To find administrative and program specialists for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any administrative and program specialists they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level administrative and program specialists with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your administrative and program specialist job on Zippia to find and recruit administrative and program specialist candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with administrative and program specialist candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new administrative and program specialist

   Once you've found the administrative and program specialist candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new administrative and program specialist first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire an administrative and program specialist?