Program Manager, SIS Undergraduate Education

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Department

School of International Service

Time Type

Full time

Work Modality

Hybrid 01 (On Campus 3-4 Days/Week)

Union

SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Summary

Job Description:

The Program Manager, SIS Undergraduate Education manages and executes program operations for the SIS Undergraduate Program. Under the supervision of the Associate Dean for Undergraduate Education, the Program Manager designs and implements administrative procedures related to program operations, events, and evaluation, along with, student activities, recruitment and retention, scholarships and awards. This position liaises with other offices both within SIS and campus-wide, particularly the SIS Dean’s office, SIS Departments, SIS Undergraduate Advising, SIS Events, SIS Office of Financial Operations, , AU Admissions, AU Enrollment and Retention, and AU Abroad. This position will require a strong grasp of the school’s and University’s procedures and IT systems.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Undergraduate Program Management:
• This position works with the Associate Dean of Undergraduate Education to design, implement, and periodically review the program’s administrative and operational policies, procedures, and guidance, and designs and executes systems to make program decision making more data-driven. This includes working with the Associate Dean of Undergraduate Education to establish annual budget needs and oversee and track the program’s spending to ensure it is in line with strategic goals.
• The program manager is responsible for managing the logistics of program-related activities and events. In collaboration with the Office of Financial Operations, they provide guidance to faculty program leads and other program stakeholders on applicable financial policies and procedures and perform select human resources functions, budget review and forecasting, reimbursement processing, credit card expenditure reconciliation, and vendor maintenance. They also generate Professional Services Agreements and process program payments, honoraria and all other payment requests. They oversee daily administrative operations, including coordinating program meetings, and ensuring office coverage. This position works with individual Undergraduate Program faculty leads to provide guidance on financial, operational, logistical and personnel activities related to the programs they oversee. These programs may include but are not limited to Undergraduate Research, Global Scholars and Honors Program.
• The Program Manager hires, onboards/trains, and supervises student workers. They are responsible for orienting and training students to maintain the office’s operational needs and coverage. They are responsible for creating training documents and materials to ensure operational efficiency and continuity. The Program Manager ensures that there is sufficient front desk coverage by managing multiple student schedules and ensuring they are equipped with the information they need to provide walk-in traffic with accurate information.
• This position has oversight of UG Program email and other program communication mechanisms. The Program Manager maintains and updates the undergraduate program websites maintains constant, effective communication with SIS offices and current and prospective students and administers the program’s listserv(s) and email accounts.
• Student Applications, Award and Scholarship Administration:
• Oversee processing of student applications for specific programs (ex. Honors program), undergraduate endowed scholarships, and the SIS student emergency fund. Prepare and present application packages to relevant faculty committees. Oversee nomination process for annual University and SIS student awards. Create timeline for multi-stage nominations process and ensure adherence to deadlines. Solicit nominations for SIS awards and nomination suggestions for University awards. Work with Undergrad Studies Team (UST) to review and select official University award nominees and SIS award recipients. Plan and execute annual SIS Awards ceremony. Manage undergraduate endowed scholarships during yearly application cycle.
• Duties include: Provide information to students regarding eligibility and application process. Notify scholarship recipients of their selection and advise them on procedure for accepting and verifying conditions of award. Submit scholarship payment request for each new awardee as well as for previous years’ recipients of renewable awards. On a weekly basis, monitor applications to the emergency fund, conduct intake calls for additional application details, and communicate with the committee to provide the student with a determination on their application for funding support. Maintain historical records and track data for the SIS Development team to utilize in appeals for more emergency fund donor support.
• Data management and Undergraduate Program Evaluation:
• Organize and coordinate the evaluation of various components of the Undergraduate Program. The Program Manager uses tools such as Excel, Qualtrics, and BI/ MicroStrategy to analyze program data and develops reports about course enrollments and school performance, student trajectories and retention, course evaluations and assessment, grade distributions, and student surveys. The Program Manager completes projects and duties as assigned by the Associate Dean for Undergraduate Education. The projects can include, but are not limited to, data collection, analysis and building reports, surveying students, drafting memos, and developing presentations..
• Undergraduate Student Council and Student Organization Support:
• Assist Undergrad Student Council as requested in annual elections, event planning, and general council operations. Coordinate with UGC to secure volunteers for meeting with prospective students. Secure alumni and student participants for admissions events and New Eagle Day presentations. Support the SIS Advising Office by collaborating on student retention initiatives.
• Manage annual member recruitment and induction cycle for AU’s alpha chapter of Sigma Iota Rho (SIR). This consists of messaging eligible students with information on SIR and invitation to apply; respond to student inquiries regarding eligibility and application process; partner with SIS Advising for verification of which candidates have or have not met the completed coursework requirements following application deadline; Collection of membership dues and partnership with SIS OFO to generate check to SIR national office; Coordination with liaison at SIR national office regarding submission of dues and induction of new AU members.
• Oversee administrative support for the American University International Relations Society for competitions and events including assisting with club travel/lodging, overseeing the SIS finances provided in support of the club, including deposits, expenditures, reimbursements and other financial transactions as well as event planning and implementation.
• Event Planning:
• Plan and execute annual and periodic events including, but not limited to: Commencement, , orientation/admissions events, receptions, training and information sessions, student research events, and other undergraduate program events.
• Other duties as assigned.
  
  

Competencies

• Championing Customer Needs.
• Evaluating and Implementing Ideas.
• Developing Plans.
• Making Accurate Judgments and Decisions.
  
  

Supervisory Responsibility

• This position will supervise up to two graduate and undergraduate student workers.
  
  

Position Type/Expected Hours Of Work

• This position has a hybrid work arrangement with 4 days a week on campus, subject to change depending on program/university needs.
  
  

Salary Range

• $32.41 to $35.71 per hour.
  
  

Required Education And Experience

• Bachelor's degree or equivalent.
• 3-5 years of relevant experience.
  
  

Preferred Education And Experience

• 5-8 years of relevant experience.
• Familiarity with Office 365 or similar email clients.
• Knowledge of Constant Contact, Internet research skills, Apple OS (Keynote and iCloud), Share Point, and Google Drive.
• Experience with Workday.
• Marketing experience and/or experience using social media platforms in a professional capacity.
• Familiarity with InDesign and Photoshop.
• Familiarity with academic settings.
• Interest in and/or experience with the field of international relations.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
  
  

Additional Eligibility Qualifications

• Knowledge of the Microsoft Office Suite, including PowerPoint, Word, and Excel.
• Strong written and oral communications and interpersonal skills.
• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities.
• Ability to work collaboratively and respectfully with diverse constituencies.
• Experience processing, tracking, and reviewing payments and other financial documents.
  
  

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify employer.
  
  

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.