Senior Manager of Academic Programs: Humanities & Sciences

Updated: about 2 months ago
Location: San Francisco, CALIFORNIA
Job Type: FullTime

About the Division
The Humanities & Sciences division is committed to the idea that critical thinking is a creative act, and that our ability to participate in the production of culture in meaningful ways depends on our ability to articulate and be aware of “what we know or believe.” We are stronger architects, artists, designers, and writers when we are students of the world around us -- past, present, and future. Understanding the meaning and impact of our work allows us to make intelligent, responsible, ethical choices in our creative practices. Our goal is to provide students with the intellectual and ethical tools they need to integrate theory and practice throughout their lives.
The Humanities & Sciences division, offers four graduate degree programs, three undergraduate degree programs and two undergraduate minors. The division also houses 9 undergraduate programs and curricular areas that comprise the First Year program and the general education curriculum for all undergraduate students in the college.
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 Senior Manager of Academic Programs (SMAP) 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 Sr. Director, the SMAP works with their program chair(s) to coordinate curricular operations, events and projects. The SMAP supervises at least two direct reports from the program staff, including  program managers and/or program assistants. The SMAP is 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. Academic program assignments may shift depending on the needs of the division and the College.

MAIN RESPONSIBILITIES:

General Program Administration - 25%

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

  • Other duties/special projects as assigned by divisional leadership.

  • 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  - 15%

  • Monitor program and project budgets as assigned.

  • Gather and prepare analytical information for annual budget proposal process, in concert with sr. director, dean and chair(s).

Course Scheduling and Enrollment  - 15%

  • Under the supervision of the sr. 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 course scheduling issues and conflicts (e.g. faculty assignments, rooms, days/times).

Student Advising  - 5%

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

Student Recruitment  - 5%

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

  • With program chair, act as program's point-of-contact for admitted students and support yield efforts.

Event Planning & Support  - 10%

  • 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 listing.

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

Supervision - 25%

  • Supervise at least two, staff direct reports.

  • Recruit, hire and train staff as required.

  • Provide ongoing support, mentorship, coaching and feedback for direct report(s).

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

  • Provide administrative support for the graduate teaching assistant program. Collaborate with program chairs on hiring graduate teaching assistants (TAs), facilitate on-boarding, approve timesheets, problem solve as needed.


MINIMUM REQUIREMENTS:

  • 3-4 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.

  • 1+ year experience supervising other employees. Preference given for experience managing direct reports.

  • BA/BFA/BARCH degree preferred with stronger preference for one of the areas represented at CCA.

  • Proven track-record of strong and dynamic leadership.

  • 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 Google Suite / Workspace, MS Office Suite incl. Excel, and data entry required.

Preferred Qualifications:

  • 5 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.

  • 2-3 years of experience supervising other employees and managing direct reports.

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

 


Working Conditions:

CCA is normally open for business 8 a.m.–4:30 p.m., Monday through Friday.

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.

 

Senior Manager of Academic Programs shifts are generally 9 am - 5pm, but times 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 requires that individuals be able to transport themselves to multiple locations within the SF campus and may require occasional work at off-site locations. 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 hr@cca.edu  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 hr@cca.edu .



About the Division
The Humanities & Sciences division is committed to the idea that critical thinking is a creative act, and that our ability to participate in the production of culture in meaningful ways depends on our ability to articulate and be aware of “what we know or believe.” We are stronger architects, artists, designers, and writers when we are students of the world around us -- past, present, and future. Understanding the meaning and impact of our work allows us to make intelligent, responsible, ethical choices in our creative practices. Our goal is to provide students with the intellectual and ethical tools they need to integrate theory and practice throughout their lives.
The Humanities & Sciences division, offers four graduate degree programs, three undergraduate degree programs and two undergraduate minors. The division also houses 9 undergraduate programs and curricular areas that comprise the First Year program and the general education curriculum for all undergraduate students in the college.
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 Senior Manager of Academic Programs (SMAP) 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 Sr. Director, the SMAP works with their program chair(s) to coordinate curricular operations, events and projects. The SMAP supervises at least two direct reports from the program staff, including  program managers and/or program assistants. The SMAP is 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. Academic program assignments may shift depending on the needs of the division and the College.

MAIN RESPONSIBILITIES:

General Program Administration - 25%

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

  • Other duties/special projects as assigned by divisional leadership.

  • 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  - 15%

  • Monitor program and project budgets as assigned.

  • Gather and prepare analytical information for annual budget proposal process, in concert with sr. director, dean and chair(s).

Course Scheduling and Enrollment  - 15%

  • Under the supervision of the sr. 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 course scheduling issues and conflicts (e.g. faculty assignments, rooms, days/times).

Student Advising  - 5%

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

Student Recruitment  - 5%

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

  • With program chair, act as program's point-of-contact for admitted students and support yield efforts.

Event Planning & Support  - 10%

  • 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 listing.

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

Supervision - 25%

  • Supervise at least two, staff direct reports.

  • Recruit, hire and train staff as required.

  • Provide ongoing support, mentorship, coaching and feedback for direct report(s).

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

  • Provide administrative support for the graduate teaching assistant program. Collaborate with program chairs on hiring graduate teaching assistants (TAs), facilitate on-boarding, approve timesheets, problem solve as needed.


MINIMUM REQUIREMENTS:

  • 3-4 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.

  • 1+ year experience supervising other employees. Preference given for experience managing direct reports.

  • BA/BFA/BARCH degree preferred with stronger preference for one of the areas represented at CCA.

  • Proven track-record of strong and dynamic leadership.

  • 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 Google Suite / Workspace, MS Office Suite incl. Excel, and data entry required.

Preferred Qualifications:

  • 5 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.

  • 2-3 years of experience supervising other employees and managing direct reports.

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

 


Working Conditions:

CCA is normally open for business 8 a.m.–4:30 p.m., Monday through Friday.

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.

 

Senior Manager of Academic Programs shifts are generally 9 am - 5pm, but times 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 requires that individuals be able to transport themselves to multiple locations within the SF campus and may require occasional work at off-site locations. 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 hr@cca.edu  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 hr@cca.edu .


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