Program Manager/Senior Program Manager Academic Events

San Diego
Sep 27, 2017
Institution Type
Four-Year Institution

Program Manager/Senior Program Manager Academic Events

Department: Professional and Continuing Education 	
Admin Full-Time
Job IRC#25339

Job Description:

With supervision from the Director of Enrollment, Business and Student Services, the Program Manager/Sr. Program Manager for Academic Event organizes and administers existing PCE Academic Events, and works to create and deliver new programs, conferences, symposia, and customized learning experiences. This position reports to Director of Enrollment, Business, and Student Services, and exercises supervision over part-time and/or temporary employees as well as student employees.

Examples of Work:

• Program Development –The Program Manager works with the Director to determine existing and future needs of the audience including identifying course topics, instructors, objectives, methods of instruction and locations. Senior Program Manager plans and develops new programs, conferences, and symposiums, and adjusts existing programs, conferences, and symposiums in a continuing education environment independently, consulting as needed with minimal oversight and guidance from the Director.
Program Promotion – Assists the Marketing Manager or Senior Marketing Manager, with oversight from the Director and Marketing Director, in developing marketing strategies to reach out to potential attendees for PCE Academic Events; hosts and delivers information sessions as needed, attend conferences off campus to support new and existing programs, conferences, symposiums, or trainings. Senior Program Manager collaborates directly with the Marketing Director with minimal oversight and guidance from the Director to produce marketing strategies and materials.
• Program Evaluation –Creates, customizes, and uses evaluation tools for PCE academic events, conferences, workshops, and symposiums. Oversees instructors and, with some supervision by the Director, assists in evaluating and adjusting event content through feedback from student and participant evaluations. Senior Program Manager executes the approved evaluation frameworks for programs and courses in the portfolio, gathers and analyzes the feedback, and makes recommendations to the Director for adjustments or changes to student services, program delivery, and curriculum. Implements the approved changes independently.
• Conference/Symposium Delivery - With some supervision by the Director, plans and schedules programs, conferences, and symposiums and identifies potential new topics. Provides administrative and logistical support for PCE Academic Events. Establishes and maintains files for conferences, participants and presenters. Arranges logistical support for programs, conferences, and symposiums including presenter and instructor payments, systems support, computers, photocopying, event materials, supply orders, and catering orders. Senior Program Manager seeks final approval for program plans and schedules after independently putting them together. Manages all other components of program delivery independently and with limited supervision from Program Director.
• Program Budgeting and Financial Management – Assists in developing, preparing and reconciling budgets for programs, conferences, and symposiums. Prepares budgets for new offerings, prepares periodic budget analyses, and negotiates instructor fees and course expenses. Monitors actual income and expenses compared to course budgets and takes action to remain within budget. Senior Program Manager independently develops budgets and reconciles financial performance for the portfolio of programs and courses. Is accountable to Director for overall financial performance of the portfolio. Tracks and manages all revenues and expenses associated with the portfolio.
• General – Conducts analysis, prioritizes work assignments and develops policy and programming recommendations. Senior Program Manager helps others conduct analysis, prioritize work assignments and develop policy and programming strategies.

Essential Duties and Responsibilities:

Common problems solved by the employee:
• Independently implement all types of newly approved and repeat programs, conferences, symposiums, seminars, and workshop offerings including all related logistical support to ensure offerings meet agreed upon time, quality and budget goals.
• Instructor and presenter support and general correspondence.
• First contact for participant complaints – resolving them or deciding which to refer to supervisor (as indicated by PCE policy).
• Forecast income and expenses, monitor same, and take action to ensure offering remains within budget for programs in the portfolio.
• Independently find potential topics, partners, presenters or vendors, prepare draft budgets and schedules for new or modified offerings, instructors or sequencing.
• Proofread and edit existing marketing materials and assist in the creative process for new marketing materials, (flyers, brochures, catalog copy, web site). Cross check and reference that scheduled course offerings match marketing materials and schedules within marketing materials.
• Overcome programming problems to ensure planning and scheduling deadlines are meet.

Unusual or complex problems solved by the employee:
• Monitoring, analyzing, updating and adjusting long range program, conferences, and symposium scheduling tables, including scheduling pattern modifications, and price change recommendations.
• Major priority issues with work-study students.
• Assist supervisor in overcoming program roadblocks.
• First contact for vendor/contract disputes – resolving them or deciding which to refer on.

• Bachelor's degree.
• Two years of demonstrated work experience in a higher education environment, or related institution/environment.
• Budgetary and financial experience, preferably in a higher education setting.
•Understanding of the administrative functions, programs and requirements of a university.
• Strong written and oral communication skills.
• Demonstrated technology skills and ability – (e.g., Word, Excel, Access, Outlook).
• Ability to negotiate.
• Strong organizational skills and ability.

Senior Program Manager – in addition to those above:
•4 years of demonstrated work experience in an education, or related institution/environment.
•2 years of demonstrated supervisory experience.
• Demonstrated leadership experience.

Performance Expectations: Knowledge, Skills & Abilities:
•Working knowledge of departmental and campus policies and procedures; knowledge of educational program content and objectives; knowledge of program, conference, and symposium management.
• Working knowledge of delivering program, conferences, symposiums, and workshops to the public.
•Working knowledge of current public education programs and trends.
• Working skills to produce and deliver public programs, conferences, symposiums and programs.
• Working knowledge of performing needs assessment for planning courses and programs.
• Good analytical skills to understand how business needs can be addressed through the design and delivery of programs, conferences, symposiums.
• Good reading, verbal, written and interpersonal communication skills, and good presentation skills.
• Knowledge of managing programs, conferences, symposiums at the university or corporate level.
• Skill in using business software systems in the completion of work assignments; i.e. Word, Excel, Access, PowerPoint.
• Knowledge of the fundamentals of writing, grammar, syntax, style, and punctuation.
• Knowledge of appropriate editorial style and publication guidelines.
• Knowledge of issues in higher education and/or a specialized academic discipline or field.
•Thorough attention to detail, project management and organizational skills.
• Thorough research and fact verification skills.
• Knowledge and use of collaboration software (chat, desktop sharing, conferencing).

Senior Program Manager – in addition to those above:
• Extensive knowledge of delivering public programs, conferences, and symposiums.
• Extensive knowledge of current programs, conferences, and symposiums and trends.
• Extensive skills to produce and deliver public programs, conferences, and symposiums.
• Extensive knowledge of performing needs assessment for planning programs, conferences, and symposiums.

Special Conditions of Employment:
• Must be able to work flexible hours including evenings and weekends in order to meet project deadlines.
• Must be able to work with all required technologies and tools.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Salary: Commensurate with experience; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Note: This position will be hired at the Program Manager or Senior Program Manager level depending upon the experience of the final candidate.

Hours: 37.5 hours per week; usual work hours 8:30 am to 5:00 pm Monday-Friday

Closing date: Open Until Filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information,

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

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