Program Manager for

The program manager (PM) is part of a dynamic administrative team that supports the day-to-day operations of the academic programs in their purview, including undergraduate and graduate Film, and undergraduate Painting/Drawing. Please read more about our programs at cca.edu. Under the supervision of the senior manager of academic programs, the PM works with their program chair(s) on responsibilities encompassing project and event management, curricular operations, course and meeting scheduling as well as graduate student advising. The program manager liaises between academic and administrative departments at the college and collaborates with other divisional staff to ensure program success. This position plays a key role in supporting academic success at CCA––for both learning and teaching. The PM also does targeted special projects as arranged which include support of the Grad Fine Arts programs. Program assignments may shift depending on the needs of the division and the college.
This role is ideal for someone who is a dynamic administrator and enjoys a great variety in their day to day work life but can track the many pieces that create a cohesive whole. In addition to virtual learning sites, the Fine Arts programs are situated primarily in San Francisco at the San Francisco College campus. This position requires a mix of remote work and in-person work at the San Francisco campus each week and periodically at the Dogpatch Graduate Studios.

MAIN RESPONSIBILITIES:

General Program Administration - 40%​ of time

• Serve as a first point of contact for students, faculty, prospective students and external guests.

• Liaise with other college offices, support-services and studio managers as necessary.

• Assist chair with the onboarding of new faculty.

• Attend program meetings and take notes.

• Coordinate program external review.

• Assist dean, director, and chair(s) in institutional assessment and accreditation processes as needed.

• 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.

• Maintain, email lists, google groups (faculty, students, alumni, etc.) for respective programs.

• Proactive in the development and revision of standard operating procedures and guidelines.

• Assure program’s web presence is accurate and update as needed.

• Maintain program files and archives. Maintain program portfolio in collaboration with program chair(s).

• 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.

• Other duties/special projects as assigned by divisional dean, director or senior manager.

• Works with program chairs and faculty to help facilitate the undergraduate junior and senior review processes.

Course Scheduling and Enrollment - 15% of time

• Under the supervision of the Senior Manager, 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% of time

• Lead or assist in logistical planning and implementation for events, symposia, curricular reviews, etc. Support may include onsite event management, basic technical support, food and beverage ordering and event wrap-up. Liaise with appropriate college partners as needed.

• Reserve rooms for events/collect assets and post event listing.

• Work with designers for program-based marketing and communications collateral.

Supervision - 10% of time

• Recruit, hire, train, and supervise work study students.

• Provide administrative support for the TA ship program. 

Student Advising -  15%

• In concert with chair, advise graduate students on course registration toward degree fulfillment.

Student Recruitment - 5%

• Assist program chair(s) with their student recruiting efforts.

• Act as program point-of-contact for admitted students and support yield efforts.

MINIMUM REQUIREMENTS:

• 1–2 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.

• Demonstrated self-motivation and ability to work autonomously. 

• 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 directions 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 Qualifications:

• 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.

• Experience with a student information system (SIS), e.g. Colleague, Banner, Workday

• A successful candidate for this position will exhibit a welcoming personality, strong organizational and administrative skills, and engage reflective strategies to further implement improvements in the academic cycle. 

Working Conditions:

This position requires a regular, on-campus presence in order to properly support the program(s) and College. The program manager may work remotely on days for which an on-campus presence is not required. On-campus needs may shift throughout the academic year and the program manager's supervisor will adjust the program manager's on-campus and remote days as needed. Supervisors assign individual work schedules, and all employees are expected to arrive on time and to be ready for work at the start of their scheduled shift.

CCA is normally open for business 8 a.m.–4:30 p.m., Monday through Friday. Program Manager shifts generally start between 8 am and 9 am but may shift to accommodate events, special projects, meetings, etc. and are subject to change based on the needs of the program(s) and College. This position requires occasional work during evenings and weekends. 

Physical Requirements: 

This position may require an individual to sit or stand for long periods at a time (up to 4 hours) at a desk or in a meeting. This position may require occasional transportation to multiple locations within the SF campuses, or such as the Dogpatch Graduate Studios and the SF campus. An individual must also be able to lift and/or carry a minimum of 30 pounds.

Please note that in an effort to keep the CCA community safe, the College has made the decision to require all staff, faculty, and students on campus to be fully vaccinated by September 1, 2021. The job responsibilities of this position will require time regularly spent on campus, and therefore the incumbent will be asked to follow the CCA vaccination requirement, unless an exemption is approved. Please reach out to [email protected]  with any questions. 

Location

San Francisco

Additional Locations

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 [email protected] .

The program manager (PM) is part of a dynamic administrative team that supports the day-to-day operations of the academic programs in their purview, including undergraduate and graduate Film, and undergraduate Painting/Drawing. Please read more about our programs at cca.edu. Under the supervision of the senior manager of academic programs, the PM works with their program chair(s) on responsibilities encompassing project and event management, curricular operations, course and meeting scheduling as well as graduate student advising. The program manager liaises between academic and administrative departments at the college and collaborates with other divisional staff to ensure program success. This position plays a key role in supporting academic success at CCA––for both learning and teaching. The PM also does targeted special projects as arranged which include support of the Grad Fine Arts programs. Program assignments may shift depending on the needs of the division and the college.
This role is ideal for someone who is a dynamic administrator and enjoys a great variety in their day to day work life but can track the many pieces that create a cohesive whole. In addition to virtual learning sites, the Fine Arts programs are situated primarily in San Francisco at the San Francisco College campus. This position requires a mix of remote work and in-person work at the San Francisco campus each week and periodically at the Dogpatch Graduate Studios.

MAIN RESPONSIBILITIES:

General Program Administration - 40%​ of time

• Serve as a first point of contact for students, faculty, prospective students and external guests.

• Liaise with other college offices, support-services and studio managers as necessary.

• Assist chair with the onboarding of new faculty.

• Attend program meetings and take notes.

• Coordinate program external review.

• Assist dean, director, and chair(s) in institutional assessment and accreditation processes as needed.

• 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.

• Maintain, email lists, google groups (faculty, students, alumni, etc.) for respective programs.

• Proactive in the development and revision of standard operating procedures and guidelines.

• Assure program’s web presence is accurate and update as needed.

• Maintain program files and archives. Maintain program portfolio in collaboration with program chair(s).

• 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.

• Other duties/special projects as assigned by divisional dean, director or senior manager.

• Works with program chairs and faculty to help facilitate the undergraduate junior and senior review processes.

Course Scheduling and Enrollment - 15% of time

• Under the supervision of the Senior Manager, 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% of time

• Lead or assist in logistical planning and implementation for events, symposia, curricular reviews, etc. Support may include onsite event management, basic technical support, food and beverage ordering and event wrap-up. Liaise with appropriate college partners as needed.

• Reserve rooms for events/collect assets and post event listing.

• Work with designers for program-based marketing and communications collateral.

Supervision - 10% of time

• Recruit, hire, train, and supervise work study students.

• Provide administrative support for the TA ship program. 

Student Advising -  15%

• In concert with chair, advise graduate students on course registration toward degree fulfillment.

Student Recruitment - 5%

• Assist program chair(s) with their student recruiting efforts.

• Act as program point-of-contact for admitted students and support yield efforts.

MINIMUM REQUIREMENTS:

• 1–2 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.

• Demonstrated self-motivation and ability to work autonomously. 

• 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 directions 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 Qualifications:

• 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.

• Experience with a student information system (SIS), e.g. Colleague, Banner, Workday

• A successful candidate for this position will exhibit a welcoming personality, strong organizational and administrative skills, and engage reflective strategies to further implement improvements in the academic cycle. 

Working Conditions:

This position requires a regular, on-campus presence in order to properly support the program(s) and College. The program manager may work remotely on days for which an on-campus presence is not required. On-campus needs may shift throughout the academic year and the program manager's supervisor will adjust the program manager's on-campus and remote days as needed. Supervisors assign individual work schedules, and all employees are expected to arrive on time and to be ready for work at the start of their scheduled shift.

CCA is normally open for business 8 a.m.–4:30 p.m., Monday through Friday. Program Manager shifts generally start between 8 am and 9 am but may shift to accommodate events, special projects, meetings, etc. and are subject to change based on the needs of the program(s) and College. This position requires occasional work during evenings and weekends. 

Physical Requirements: 

This position may require an individual to sit or stand for long periods at a time (up to 4 hours) at a desk or in a meeting. This position may require occasional transportation to multiple locations within the SF campuses, or such as the Dogpatch Graduate Studios and the SF campus. An individual must also be able to lift and/or carry a minimum of 30 pounds.

Please note that in an effort to keep the CCA community safe, the College has made the decision to require all staff, faculty, and students on campus to be fully vaccinated by September 1, 2021. The job responsibilities of this position will require time regularly spent on campus, and therefore the incumbent will be asked to follow the CCA vaccination requirement, unless an exemption is approved. Please reach out to [email protected]  with any questions. 

Location

San Francisco

Additional Locations

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 [email protected] .