Job Description
The Program Specialist for the UT Plays Program serves as a central hub of support, communication, and coordination for teacher candidates, mentor teachers, faculty, and district partners. This position combines academic evaluation, program administration, and relationship-building to ensure exceptional candidate experiences and high-quality licensure outcomes.

This position manages and oversees all aspects of candidate support, licensure pathways, and program operations to ensure teacher candidates progress smoothly through preparation and endorsement requirements. The role requires exercising sound judgment in making decisions about grading, enrollment, fiscal operations, and learner support, as well as proactively identifying challenges and implementing solutions to improve candidate outcomes. In addition, the position serves as the lead point of contact for initial licensure, mentor training, and district partnerships, making independent determinations on compliance, communication, and collaboration with external stakeholders. Finally, the role drives program growth and continuous improvement through curriculum updates, data management, reporting, and professional development, using evidence-based decision making to guide program enhancements and strengthen institutional and district partnerships.

Responsibilities
Candidate Support, Assessment, and Program Management:

Course Management

Provide comprehensive assessment and feedback on coursework assignments, projects, and assessments for both initial licensure and additional endorsement candidates
Develop and maintain detailed rubrics aligned with state standards and university expectations
Ensure timely turnaround of graded materials to support candidate progression through programs
Maintain detailed gradebooks and provide analytical feedback to improve candidate performance
Coordinate with course instructors to ensure consistent grading standards across multiple sections
Enrollment for New Candidates

Process and review initial applications for program admission and prerequisite verification
Maintain accurate enrollment records and communicate status updates to candidates and stakeholders
Troubleshoot enrollment issues and provide guidance on program pathways
Fiscal Management

Process invoices, purchase orders, and reimbursements related to program operations
Monitor and project enrollment revenue to support strategic planning
Coordinate with university financial services to maintain program efficiency (i.e. Subscription extensions)
Learner Support (Office Hours, Phone Calls, Emails)

Provide individualized academic and professional guidance through scheduled office hours and on-demand consultations
Respond to candidate inquiries regarding coursework, program requirements, and career planning
Maintain comprehensive communication logs to track candidate interactions and interventions
Develop and distribute informational resources to support candidate success
Progress Monitoring for Candidates
Implement systematic tracking systems to monitor candidate advancement through program milestones
Identify at-risk candidates and develop intervention strategies to support completion
Conduct regular check-ins with candidates to address challenges and celebrate achievements
Exit Interviews

Design and conduct comprehensive exit interviews with program completers
Analyze feedback data to identify program strengths and areas for improvement
Track post-graduation outcomes and maintain alumni contact information
Use exit data to inform continuous improvement initiatives
Comprehensive Feedback on demonstration of program competencies
Database Management (Enrollments, Orders, Progress, Completion)

Maintain complex multi-system databases
Generate regular reports on enrollment trends, completion rates, and program metrics
Ensure data integrity through regular audits and quality control measures
Coordinate data sharing between systems while maintaining confidentiality requirements
Develop automated processes to improve efficiency and reduce manual data entry errors
Supervisor Duties

Complete Initial Benchmark Observation (with pre-conference, observation, teacher reflection, and post-conference)
Ensure that two formative evaluations are completed each semester (Fall/Spring)
Complete mid-year summative assessments - enter scores into HAL
Complete end-of-year summative assessment - enter scores into HAL
Coach and support teacher candidates
Ensure that the TIGER Tracker is being updated by the teacher candidates
Licensure, Mentorship, Partnerships, and Compliance for Teacher Preparation:

Contact for Initial Licensure Candidates

Serve as primary point of contact for all initial licensure program inquiries and applications
Provide comprehensive guidance on program requirements, timelines, and expectations
Coordinate recruitment activities and information sessions for prospective candidates
Maintain detailed knowledge of all initial licensure pathways and requirements
Develop and maintain resources specifically for initial licensure candidates
Mentor Training

Design and deliver comprehensive training programs for cooperating teachers and mentors
Coordinate with school districts to identify and prepare high-quality mentor teachers
Develop training materials and resources aligned with best practices in mentoring
Evaluate mentor training effectiveness and make continuous improvements
Maintain mentor database and track training completion and renewal requirements
District Partnership Communication

Serve as the primary contact for communication with existing district partners.
Build and cultivate new relationships with Tennessee school districts to expand placement opportunities and partnerships.
Coordinate field placement opportunities and supervising teacher assignments
Organize partnership meetings and professional development opportunities
Licensure and Compliance
Collect and verify Praxis exam scores as part of licensure eligibility tracking.
Collaborate to ensure timely and accurate issuance of teaching licenses to qualifying candidates.
Improvement, Partnerships, Growth, and Data:
District Partnership Communication
Maintain relationships with school district partners to ensure program alignment with workforce needs
Continuous Program Improvement/Updates

Review and revise curriculum based on state standard changes, accreditation requirements, and industry best practices
Research and implement innovative pedagogical approaches and technologies
Collaborate with faculty to update course content and delivery methods
Conduct regular program reviews and develop improvement action plans
Professional Development

Attend conferences, workshops, and training sessions to maintain current expertise in teacher preparation
Present program outcomes and best practices at professional conferences
Participate in professional organizations related to educator preparation
Pursue continuing education opportunities to enhance program leadership skills
Special Projects Related to Reporting and Communicating Data

Design and implement data collection systems for state reporting and program evaluation
Create comprehensive reports
Develop data visualization tools and dashboards to communicate program performance
Conduct statistical analyses to identify trends and inform decision-making
Qualifications
Required Qualifications

Education:

Master’s Degree (Education, teacher education or related)

Experience:

Minimum of 3–5 years of progressively responsible experience in teacher preparation, licensure, or higher education program administration, including responsibilities such as candidate support, enrollment management, or assessment coordination.

Demonstrated experience in managing complex data systems (student information systems, licensure databases, or comparable platforms) with an emphasis on accuracy, reporting, and confidentiality.

Experience providing academic advising, candidate coaching, or learner support within an educator preparation or related academic program.

Documented experience in fiscal or operational management, including processing invoices, purchase orders, and program budgets.

Experience working collaboratively with faculty, students, and external stakeholders, such as school districts or state education agencies.

Proven ability to exercise independent judgment in decision-making and problem-solving in a professional educational or administrative setting.

Knowledge, Skills, Abilities:

Strong understanding of teacher preparation programs, state licensure requirements, and educator standards (e.g., TN Department of Education, CAEP, InTASC).

Knowledge of university academic policies, course enrollment processes, and student progression systems.

Familiarity with fiscal management procedures, including budgeting, purchasing, invoicing, and financial reporting.

Understanding of data systems and reporting tools, including database management, data integrity, and privacy/confidentiality standards (FERPA).

Awareness of assessment and evaluation practices in teacher education, including formative/summative evaluation cycles.

Project and program management skills to coordinate multiple operations such as grading, enrollment, licensure, and district partnerships.

Analytical skills for interpreting data, generating reports, and identifying trends for continuous improvement.

Advanced skills in preparing online instruction formats which may include: Powerpoint, video/audio recording/editing, using Canvas, Excel, Google forms, etc.

Communication skills (verbal, written, and interpersonal) to effectively interact with teacher candidates, faculty, district partners, and state agencies.

Training and facilitation skills for mentor teacher development, candidate support, and professional development.

Problem-solving and decision-making skills to address candidate issues and implement program solutions independently.

Technological proficiency with learning management systems (LMS), student information systems, data dashboards, and productivity tools (Microsoft Office, Excel, etc.).

Organizational skills for managing records, timelines, and multiple concurrent tasks with attention to detail and accuracy.

Ability to work independently with sound judgment, balancing multiple priorities in a dynamic, deadline-driven environment.

Ability to interpret and apply policies, standards, and regulations related to educator preparation and licensure.

Ability to develop and maintain strong collaborative relationships with faculty, staff, and external school district partners.

Ability to design and evaluate mentor training, program improvements, and data systems that enhance candidate success.

Ability to communicate complex information clearly and diplomatically to diverse audiences.

Ability to analyze qualitative and quantitative data for reporting and continuous improvement.