HERC: Metro New York & Southern Connecticut Program Manager in New York City, New York
Employer Name: Teachers College, Columbia University
Job Summary/Basic Function: The Department of Organization & Leadership is seeking a full-time Program Manager (PM) to provide managerial support to the programs in Adult Learning & Leadership and Higher & Postsecondary Education. In collaboration with the Program Directors (PD), program faculty, and Department and program staff, the Program Manager will manage and administer the academic, financial, personnel and other administrative functions of these programs. This position reports directly to the Program Directors and indirectly to the Director of Academic Administration (DAA). Academic Support faculty management of MA, EdM and EdD programs delivered in a variety of in-person or online formats— “standard” academic schedule, intensive weekend workshops, and executive cohorts. Assist in the development, implementation and enforcement of program policies and procedures. Develop and maintain database on programs, student cohorts and alumni. Develop program information packets and presentations. Prepare ad hoc materials and special projects for Program Directors and department. Supervise the design, production and distribution of program publications for recruitment. Supervise website updates and maintenance. Assist program and department in recruitment and selection, including strategies and materials for marketing, and supervision of mailing lists and publications. Assist with initial screenings of prospective students. Communicate with candidates throughout admissions process; monitor admissions process. Assist in applicant interviews and summarize applicant status for faculty review. Liaise with Admissions Office. Follow-up on additional information requests. Direct academic and student services components of orientations. Supervise and liaise with Registrar when batch registration required for cohort programs. Organize logistics and management of certification exams (on site & take-home) and follow-up on results. Process registration and tuition payments (involves meeting with individual students to resolve financial problems). Assist faculty with advisement (individual and group), and course plan development. Liaise with Student Aid Office regarding general and minority scholarship funds. In conjunction with faculty, prepare scholarship recommendations. Liaise with faculty (including part-time adjuncts) regarding course delivery planning, preparation of syllabus and all course materials (inclusive of diagnostic instruments). Organize and supervise special events, including orientations, lecture series, receptions and celebrations, and student events. Liaise with student associations in both programs. Oversee student outreach and communication; respond to student concerns and questions. Ensure efficient use of program space including staff and faculty offices, and common areas for students and work studies. Maintain equipment inventory and functioning; and make recommendations on equipment upgrades. Financial Manage annual budget preparation and administration for projects and the programs, as well as end-of-FY closings; prepare materials for project and program budget planning, management, reporting, and analysis; consult with program faculty, Principle Investigators of grants and contracts, and staff on needs and limitations. Monitor ongoing project and program budgets to achieve expense targets and track variances. Manage and monitor endowed, fellowship and scholarship budgets. Personnel In conjunction with program faculty, organize and coordinate logistics for faculty searches. Supervise secretaries and work-study students including hiring, training, evaluating, employee development, disciplinary actions, and approval of vacation and sick time. Other Administrative Liaise with Department, Financial Aid Office, Human Resources and Admissions. Liaise with Registrar's Office and Bursar's Office. Other duties as assigned. Minimum Qualifications: Bachelor's degree or the equivalent in training, education and experience. Knowledge of higher education institutions and culture, particularly in academic and student affairs. Minimum of 3-5 years related experience. Comprehensive office management and knowledge of staff supervision and development. Strong computer skills; Google platform, Microsoft Office Suite (word processing, excellent spreadsheet; database capabilities). Experience with budgeting. Excellent communication and interpersonal skills: both oral and written. Preferred Qualifications: Graduate degree or coursework preferred. Sufficient knowledge in the study of organizations and experiences in administrative capacities may be considered in lieu of a graduate degree. Experience with adult learning or training helpful. Teachers College experience highly preferred. Experience in higher education administration highly preferred. “Customer” relationship skills, and internet/social media platforms experience are a plus. Detail oriented; skilled multi-tasker with team player approach; ability to prioritize and meet deadlines. Excellent judgment and proven ability to problem-solve. Willingness to participate in professional development and to keep skills updated.