Program Specialist #201300205

NATIONAL CENTER FOR STATE COURTS   Williamsburg, VA   Full-time     Education
Posted on July 13, 2022
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Program Specialist
Institute for Court Management (ICM)
Salary $46,769.00 - $51,446.00 Annually
Location - Remote Work Eligible
Job Type - Full Time Regular
Division - Institute for Court Management
Job Number -
Closing 8/1/2022 5:00 PM Eastern

The National Center for State Courts is an independent, nonprofit court improvement organization located in Williamsburg, Virginia. NCSC's services – research, information services, education, consulting, association management, and technical assistance – are focused on helping courts implement improvements that promote efficiency and effectiveness, while ensuring access to justice, timeliness, and procedural satisfaction.

The Institute for Court Management (ICM), the educational arm of NCSC, is seeking to fill Program Specialist positions responsible for performing important program support functions. The positions are responsible for performing a variety of multifaceted functions involving supporting, scheduling, and coordinating the logistics and programs for educational classes, training seminars, and meetings to include the Certified Court Manager, the Certified Court Executive Program, the ICM Fellows Program; the ICM National Programs, Partnerships, Licensees, and Consortium seminars. The successful candidates will have strong customer service, attention to detail, and ability to thrive in a high-volume environment.

To learn more about the ICM and courses offered please visit

Duties and Responsibilities
Duties and responsibilities performed by the program specialist positions include but are not limited to the following:

Program Support:

Providing logistical support and coordination for the ICM Fellows Program, National Programs, Partnership, Consortium and Licensee courses and meetings

Assist with hotel arrangements and other travel logistics for courses and meeting events;

Preparing attendee listing/roster, badges, reports, course resources and certificates;

Preparing faculty certification materials, faculty course guides, and resources;

Collaborating with Curriculum Developer to prepare and finalize faculty and participant course guides for printing and/or shipment to the client;

Providing classroom and program setup to include planning required break/snack menus, coordinating with internal IT staff and outside AV providers to obtain AV and other equipment, and securing other necessary supplies for courses as needed.

Interacting with participants for online self-study and virtual courses to process payments, provide course access and monitor participant progress for course completion; and

Serving as liaison between faculty and participants for responding to technical questions and facilitating preparation of assignments.


Coordinating course activities with external vendors;

Identifying and coordinating purchase and acquisition of support materials; and proofing documents for accuracy;

Posting information to NCSC website;

Performing course audits to verify completion; preparing and transmitting course certificates, including processing and mailing hard-copy certificates;

Processing temporary assignments and service agreements; and reconciling invoices for course programs and meeting events;

Processing tuition and payable vouchers for submission to the accounting office;

Processing registrations for ICM courses using ACGI and Drupal;

Maintaining and updating ACGI systems and database information for participants and faculty;

Creating and maintaining electronic records for individual courses; and
Participating in periodic evaluations of work processes for course support and registration.

Other Duties:

Assisting in troubleshoot issues and make inquiries as necessary;

Providing ongoing and timely communication with faculty, staff, participants, and partners to ensure successful program implementation.

Creating mailing lists as requested using ACGI.

Completing meeting/program follow-up tasks including downloading electronic course evaluation compilations; and

Preparing monthly reports.

Minimum Qualifications
To be considered for this position, applicants must have the following qualifications:

Bachelor's degree in business, communications, or marketing; or a combination of education and experience that demonstrates the ability to perform successfully in the position;

A minimum of five years' experience providing progressively responsible program and project support , in education program development and management, meeting planning or other similar environment;

Knowledge of the principles, practices, and techniques in planning, organizing, and making arrangements for conferences, seminars, workshops, and meetings;

Ability to communicate effectively, both orally and in writing;

Ability to plan, coordinate, and implement programs and program assessments;

Ability to accurately prepare and process a variety of reports, records and documents using Microsoft Office Suite including: Word, Excel, PowerPoint, and Outlook;

Ability to travel periodically overnight;


Experience in education or legal field;

Experience with meeting planning and/or registration databases (such as ACGI and Drupal)

Supplemental Information
Candidates are required to submit a cover letter and resume in addition to the completed application form.

In the REFERENCE portion of your online application please list three persons who are not related to you and who have definite knowledge of your qualifications and fitness for the position to which you are applying. Do not repeat names of supervisors listed under experience.

NCSC is an Equal Opportunity /Disabled/Veterans Employer Committed to Diversity, Equity and Inclusion