Project and Operations Manager

Western University of Health Sciences
Pomona, CA

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Employment Type
Full Time
Institution Type
Four-Year Institution
Posting Number:


Position Title:

Project and Operations Manager


Western University Campus-Pomona, CA


4355-Online Education

Job Summary:

Provide management for the framework for developing and supporting online programs and courses; contribute to the production of individual courses and projects; and play a pivotal role in assuring that Online Education is an efficient operation capable of high quality, high volume and strong customer support. Duties are spread across the following categories:

  1. Project management (oversee master PM system and individual projects)
  2. Operations management (semester course prep, tech support tracking, contracting)
  3. Vendor management (research, logistics, invoicing)
  4. Content management (content research and rights management)
  5. Policy writing and management (research, writing, updating)

Knowledge, Skills and Abilities:

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:

  1. Extensive project management expertise, including project and resource setup, tracking and reporting
  2. Ability to manage multiple, overlapping projects and initiatives requiring coordination for a team of staff, faculty and external vendors and freelancers
  3. Experience acquiring and managing external vendors and freelancers
  4. Optimally, experience working in a higher education environment
  5. Optimally, experience managing the development of multimedia or gamified content
  6. Optimally, experience reviewing and annotating contracts
  7. Optimally, experience writing policies and/or standard operating procedures
  8. Optimally, experience researching and acquiring media for e-learning, as well as managing usage rights
  9. Ability to juggle multiple concurrent projects and initiatives with tight timelines
  10. Ability to adapt quickly to rapid change and shifting project priorities
  11. Ability to work as part of a team and provide support as needed to fellow team members (we all succeed or fail together)
  12. Ability to anticipate obstacles or challenges and adapt accordingly and/or seek guidance before projects are adversely affected
  13. Ability to exercise initiative, problem solving, independent judgment, attention to detail, high level of organization, clear communication (verbal and written), time management, project management and presentation skills
  14. Ability to maintain a “can do” attitude and a “whatever it takes to get the job done” approach to work
  15. Understanding and embrace of a student-focused and humanistic-centered approach to the job

Required Qualifications:

  1. 5+ years’ project management experience
  2. Experience overseeing project teams
  3. Experience managing and tracking budgets
  4. Experience managing vendors and freelance personnel
  5. Strong experience with project management software platforms (such as MS Project)
  6. Strong Excel skills

Preferred Qualifications:

  1. 3+ years’ work experience in higher education, preferably in online education
  2. 3+ years’ experience producing/managing video, multimedia, or gamified content
  3. Experience managing a ticketing system
  4. Experience reviewing contracts
  5. Experience researching content for educational use and reviewing usage rights
  6. Experience writing and reviewing policies and standard operating procedures

List comments regarding work hours:

Regular business hours

Posting Date:


Job Duty:

Project Management

  1. Oversee master project resource system for Online Ed, including setup, tracking, and reporting.
  2. Manage multiple, overlapping, individual online learning projects/courses and their related resources. Includes related staff tasks, vendors, production logistics, delivery timelines, meetings with faculty contributors and subject matter experts, progress and feedback reporting, and quality control.
  3. Provide direct quality control for online course media and course deployment.
  4. Manage project budgets and prepare related reporting.

Percentage Of Time:


Job Duty:

Operations Management

  1. Manage online course prep each semester based on the requirements and timelines established with each supported college. Includes calendar management, communications with colleges, and activity tracking and reporting.
  2. Analyze, suggest improvements for, and manage the system for technical support requests for software applications managed by Online Ed. Provide related work effort reporting.
  3. Manage contract documentation for project and technology vendors and submit to Legal for review/approval.

Percentage Of Time:


Job Duty:

Vendor Management

  1. Research, acquire, onboard, train and oversee vendors hired for online e-learning projects.
  2. Organize the logistics for media production by external vendors.
  3. Process vendor invoices and record into related budgets.

Percentage Of Time:


Job Duty:

Content Management

  1. Manage the organization of project media on cloud- and server-based departmental resources.
  2. Manage media file trafficking between project contributors.
  3. Oversee and undertake content research and acquisition for use in online courses, including OER, stock, licensed, and other media sources.
  4. Oversee and undertake rights management research and documentation for e-learning multimedia.

Percentage Of Time:


Job Duty:

Policy Writing and Management

  1. Research necessary policy updating and writing related to online education, both institutionally and departmentally
  2. Collaborate with the University Policy Committee for review and formalization of policies
  3. Assure that policies are kept up-to-date ongoing

Percentage Of Time:


Job Duty:

Participate in departmental strategic planning, policy & procedure development, new instructional technology initiatives, and ad hoc projects.

Percentage Of Time:


Do the essential functions of this job require lifting?:


If yes, list maximum weight and duration:

WesternU Policy requires persons employed by the University to provide proof of vaccination against the SARS-CoV2 (COVID-19), subject to limited exemptions, regardless of whether the employee is on-site or working authorized to work remotely. Exempted employees, or those whose status of full vaccination is pending, will be required to submit to regular COVID-19 testing for in-person/on-campus work assignments.

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

Describe Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

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