Programs Manager

SUMMARY

The Program Manager is central to the development and delivery of courses within CalArts Extended Studies and CalArts' Open Learning. In addition to supporting the instructional design and curricular teams, this position counsels prospective students and their parents on the courses most suited to their goals. As a Designated School Official with a focus on supporting Extended Studies international students, they prepare and process documents in collaboration with the PDSO. This position coordinates with other members of the Extended Studies team as well as other student facing offices and supporting departments within the institute to ensure Extended Studies student success.

 

ESSENTIAL JOB FUNCTIONS

• Responds to inquiries and provides advisement to prospective students regarding program requirements and related information.
• Promotes Extended Studies student success by coordinating with Institute partners, such as Student Experience, International Student Office, Registrar, Residence Life, Facilities, and other schools and program offices.
• Serves as a Designated School Official for the institute with a focus on supporting Extended Studies international students; prepares and processes documents, and in collaboration with the PDSO develops and implements office procedures and protocol for working with Extended Studies international students.
• Documents procedural processes for producing Extended Studies programs collaborating as necessary with Institute stakeholders.
• Supports CalArts and guest faculty to develop appropriate programming, curriculum, and course materials for contracted group programs offered through Extended Studies.
• Reviews student applications and collects and maintains application and enrollment documents.
• Coordinates activities, events, and other logistics to support contracted group programs offered through Extended Studies.
• Tracks program expenditures under the direction of the Director of Operations, Administration, and Finance.
• Other duties as assigned.

SKILLS/ABILITIES

• Strong organizational skills, including the ability to prioritize and work independently or with a team.
• Strong verbal and written communication skills, which include a thorough command of the English language, spelling, writing and grammar and a strong attention to detail.
• Ability to take responsibility in meeting deadlines and making progress without direct supervision.
• Ability to interact effectively and build relationships with students of all ages and skill-levels, including minors.
• Ability to interact effectively and build relationships with faculty, staff and community partners.
• Ability to use tact, diplomacy and discretion in handling confidential information.
• Must be able to respond swiftly, effectively, and in compliance with FERPA and Title IX regulations.
• Ability to troubleshoot, problem solve and find solutions.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Suite.
• Project management skills and familiarity with various online project management tools (i.e. Airtable, Asana, Notion).
• Capacity and willingness to learn new software and work routines quickly.
• Must be willing to manage responsibilities and deadlines in an environment of shifting priorities.
• Must be willing to work some evenings and weekends when programs are in session.
• HR and Livescan background check required.

EDUCATION

• Bachelor's degree required; advanced degree preferred.

EXPERIENCE

• Minimum 3-5 years relevant experience in arts higher education.
• Minimum 3 years of experience in delivering programming, preferably academic in nature.
• Experience with student information systems (preferably Destiny One) and learning management systems, preferred
• Experience working with SEVIS, preferred.

WORK ENVIRONMENT/PHYSICAL CONDITIONS

• Office environment with exposure to office equipment noise, talking, air conditioning and heating
• Prolonged periods of sitting
• Occasional walking
• Reach at, above or below shoulder level to reach equipment, files, or materials
• Manipulation of computer keyboard and/or ten-key
• Utilization of computer monitor, telephone, copier machine and other office equipment
• Pushing/pulling open and closed doors, cabinets and drawers  Kneeling, stooping and/or crouching to reach files or materials

The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this work. This is not an exhaustive list of all duties, responsibilities and qualifications required of employees assigned to this job. The actual essential duties, responsibilities and qualifications may vary by department, reporting structure or other business needs. No inference should be drawn that a specific job duty, responsibility or qualification is non-essential by its absence from this description. This does not constitute a contract for employment CalArts management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.