Program Manager, Architecture Division: Architecture and Interior Design
California College of the Arts
January 10, 2018
This division is one of four academic divisions in the college and is part of Academic Affairs. The staff in each division work collaboratively to address operational/curricular challenges that impact all Academic Affairs administration.
The program manager is part of a dynamic administrative team that supports the day-to-day operations of the academic programs in their purview. Under the supervision of the Director, the PM works with their program chair(s) to coordinate curricular operations, events and projects. The program manager serves as a key liaison between academic and administrative departments at the college and collaborates with other program staff to ensure program success. All team members provide targeted administrative support and take on special projects as arranged with the divisional Dean and Director. This position supports Architecture Division projects, the Bachelor's of Architecture (BArch) program, and the BFA Interior Design program. Program assignments may shift depending on the needs of the division and the college.
Reports To: Architecture Division Director
Department: Academic Affairs/ Architecture
Main Responsibilities The percentages assigned to job duties are general estimates. The specific needs of each program and project area will vary.
General Program Administration - 35% Process purchase requisitions for instructional/studio materials, supplies, vendors, independent contractors, catering, and speaker fees. Run reports, enter and validate data; identify issues; propose potential solutions. Maintain, email lists, google groups (faculty, students, alumni, etc.) for respective programs. Participate in the development and revision of standard operating procedures and guidelines. Assure program's web presence is accurate and update as needed. Serve as a first point of contact for students, faculty, and external guests. Liaise with other college offices and support services as necessary. Maintain program files and archives. Maintain program portfolio in collaboration with program chair. Assist chair with the onboarding of new faculty. Attend program meetings and take notes. Coordinate program external review. Provide assistance to the dean, director, and chair(s) in institutional assessment and accreditation processes as needed. Other duties/special projects as assigned by divisional assistant director, associate director, and/or dean. Obtain and maintain proficiency in all relevant college platforms and systems. Attend trainings and update skills as needed. Understand and utilize academic affairs standard operating procedures while carrying out all work duties.
Budget Management - 20% Monitor program and project budgets as assigned. Gather and prepare analytical information for annual budget proposal process, in concert with director and chair(s).
Course Scheduling and Enrollment - 20% Under the supervision of the director, analyze and track enrollment/degree progress, with program chair(s), to inform course schedule planning and solve enrollment problems in concert with college partners as needed. Solve for recurrent course scheduling issues and conflicts (i.e. faculty assignments, rooms, days/times).
Event Planning & Support - 15% Lead or assist in logistical planning and implementation for events, symposia, curricular reviews, etc. Support may include onsite event management and event wrap-up. Liaise with appropriate college partners as needed. Reserve rooms for events, collect assets and post event listings. Work with designers for program-based marketing and communications collateral.
Supervision - 10% Recruit, hire, train, and supervise work study students.
Minimum Qualifications: 1+ year of administrative experience at an education or nonprofit organization, or other similar environment. Preference given for experience at higher-ed art and design institutions. BA/BFA/BARCH degree preferred with stronger preference for one of the areas represented at CCA. Should embrace working in a diverse community of staff, faculty and students. Excellent written and verbal/interpersonal skills. Excellent organizational and time management skills; competent with multi-tasking, prioritizing, and sustaining focus amidst frequent interruptions. Experience with social media and event coordination. Able to follow direction with minimum oversight and work independently as needed. Ability to exercise sound judgment and resolve diverse problems. High level of attention to detail. Ability to handle sensitive, confidential matters with discretion. Familiarity with and ability to apply technological innovations. Competence in MS Office Suite, Google Apps, Excel and data entry required.
Preferred: 2-3 years of administrative experience at an education or nonprofit organization, or other similar environment. Preference given for experience at higher-ed art and design institutions. Associate, BA/BFA/BARCH degree Experience with a student information system (SIS), e.g. Colleague, Banner, Workday
Location San Francisco
Application Instructions Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.
Application Deadline For staff positions, screening begins immediately and continues until the position is filled.
EEO Statement As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.
We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.
Questions? Please address any questions to firstname.lastname@example.org.
Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a d...ynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.