Career Center

Program Manager

Location: Santa Cruz
Job ID: 35047

JOB POSTING

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NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 05-19-2022

 

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

 

DEPARTMENT OVERVIEW

The Writing Program provides  instruction for the UC systemwide and UC Santa Cruz writing requirements, including the University of California Entry Level Writing Requirement (ELWR), the Multilingual Curriculum (MLC), and the UC Santa Cruz General Education (GE) Composition Requirement. The writing faculty is composed of 5 Senate Faculty, 40-45 Lecturers, and 10-15 Teaching Fellows and Associates-In. The program also employs 40-60 undergraduate peer tutors. The Writing Program administers an annual budget of approximately $2.5 million and offers approximately 300 courses annually while serving a population of 3,900 to 4,200 undergraduate students.

More information can be found here: https://writing.ucsc.edu/

 

JOB SUMMARY

The Program Manager provides administrative management and supports the Chair of the Writing Programs in strategic leadership of the program. The incumbent is responsible for curricular and resource planning and the management of the Writing Program including coordinating enrollment targets, projection of resources, and the management and administration of faculty workload and temporary academic staffing support. Other responsibilities include academic personnel oversight; supervision of academic advising; implementation of student programming; management of a complex academic budget consisting of permanent and soft funded faculty appointments, as well as a complex program budget; space planning; and ensuring compliance with the UC and campus writing requirements.
 
The Program Manager also provides analytical support and advice to the Chair of the Writing Program on short and long-range academic planning, instructional workload, and recommended revisions to the program's policy and procedures; provides consistent data sets in consultation with the divisional Director of Academic Programs and Planning, Institutional Research, and the Division of Undergraduate Education; and incorporates review findings and data to inform divisional academic planning processes and ad-hoc requests from campus administrators.
 
Responsibilities include providing complex data analysis; develops and analyzes a variety of academic funding models; develops, maintains, and trouble-shoots specific databases; and creates customized analytical reports for decision-making and presentations.
 
The incumbent must collaborate and maintain effective working relationships across a broad spectrum of faculty, staff, and students, interacting regularly with the Dean, College Provosts, as well as with core campus units including but not limited to the Office of the Registrar, Undergraduate Advising, and Undergraduate Education.
 
The Program Manager supervises several staff FTE and student employees. 

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $80,000 - $95,000/Annually. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility:  Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification:  ADMIN OFCR 4 [7378] 

Travel:  Never or Rarely

 

JOB DUTIES

35% - Curriculum Planning

• Oversees administration of the curriculum, including curriculum planning, administration, and execution; catalog copy and course approvals. Oversees undergraduate student advising and counseling provided by other staff members.
•  Under the direction of the chair and on own initiative, collect, compile, and analyze curricular offerings, enrollments and faculty workload. Extrapolate and identify trends, preparing reports as needed. Assist the chair in the planning of curricular offerings with attention to campus requirements and student demand. Integrate curricular needs with academic appointments, balancing to program budget. Coordinate and supervise curricular support activities.
•  Facilitate delivery of instruction for the program. Oversee and/or prepare annual curriculum and leave plan. Monitor enrollment statistics, confer on changes in course offerings and instructor assignments to better utilize resources and meet student demand. Allocate resources to individual courses including TAS and instructional equipment.
•  Advise the chair on course updates. Solicit and assemble materials for course approvals and revisions, review content, and coordinate submission. Review, draft, and submit program statements and descriptions. Coordinate the preparation of catalog copy and review and approve catalog proofs. Update and maintain information on program faculty. Coordinate the dissemination of program information for distribution across mediums, including digital and web-based applications. Responsible for providing updates to web page content.
•  Coordinate the development of the curriculum and oversee the scheduling of classes. Coordinate the preparation of summer session offerings.
• Under the direction of the Chair, supervise the preparation and distribution of materials describing the methods whereby undergraduate students can satisfy writing requirements before and after entering UCSC.

25% - Academic Human Resources

• Analyzes, interprets, and advises faculty on academic personnel policy and procedures. Manages faculty workload equity, sabbatical accruals, and course release agreements. Oversees academic recruitments and personnel action processing, including requests for visas and permanent resident status for non-citizens. Oversees the processing of academic appointments in Writing Programs for teaching professors, Unit 18 Lecturers, and graduate students. Ensures departmental compliance with policies and procedures per academic personnel policies and the Academic Student Employee (ASE) labor contract.
•  Initiate and coordinate the academic personnel process within the program. Interpret policies and procedures for chair and program, and ensure conformance. Prepare and/or oversee preparation of recruitment, appointment, reappointment, and promotion files for academic employees including requests for visas and permanent resident status for non- citizens.
•  Prepare and verify the annual call. Prepare dossiers and collect supporting documentation for initial appointments, reappointments, merit increases, and promotions. Notify faculty of forthcoming reviews and inform and advise on policies and procedures. Solicit material appropriate for specific actions, including confidential materials, collect and compile material to be forwarded to appropriate individuals including outside reviewers. Ensure compliance with all applicable policies, procedures, and protocols. Advise chair and members of standing and of ad hoc personnel committees on applicable policies and procedures and on procedures and protocols required under UC/AFT MOU. Schedule, attend, and provide staff support to standing and ad hoc committees, implement actions as appropriate.
•  Under the direction of the chair, initiate recruitment process, prepare and distribute job announcement and promotional material following appropriate review and approval protocol. Prepare distribution lists and coordinate distribution of job announcement. Collect and compile applications and establish applicant files. Periodically review files for completeness and prepare application materials for dissemination to members of the search committee. Maintain appropriate records of review preparing appropriate documentation, and prepare supporting documents and letters for distribution.
•  Ensure compliance with policies and procedures on fair hiring and affirmative action. Prepare reports as required.
•  Under the direction of the chair and on own initiative, collect, compile, and analyze curricular offerings, enrollments and faculty workload. Extrapolate and identify trends, preparing reports as needed. Assist the chair in the planning of curricular offerings with attention to campus requirements and student demand. Integrate curricular needs with academic appointments, balancing to program budget. Coordinate and supervise curricular support activities.

15% - Management of Program Operations

• Manages, plans, and administers a full range of administrative operations in a medium academic department where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and are broad in scope due to focus of operations.
•  Provides leadership for all business and support functions of the Writing Programs with full administrative and financial responsibility. Collaborates with program chair and faculty to develop and implement goals and objectives, and short- and long-range and academic plans.
•  Researches, interprets, and advises on campus and University policies, Academic Senate regulations, department by-laws, and protocols and procedures (relating to fiscal and budgetary matters, procurement, personnel management, facilities management, environmental health and safety issues, etc. to inform practices and policies.
•  Advises program chair of operational needs and requirements and recommends changes to departmental policies, practices, and protocols when necessary. Oversees staff support of policies, practices, and protocols.
•  In conjunction with the Department Chair develop short-range, long-range and strategic plans, initiatives, and program self-study for external reviews. Coordinate implementation of new and on-going academic programs. Communicate the vision and goals of the program both internally and externally.
• Act as administrative liaison to division, campus, and UC offices and external agencies.
•  Provide administrative support to standing and ad hoc committees. Advise the chair and program committees as appropriate. Coordinate the development of agendas and attend meetings, provide information and advice as needed, maintain appropriate records, and coordinate implementation and dissemination of decisions and directives.

10% - Financial Management

• Manages Writing program's financial affairs and accounts with delegated authority. Oversees the management of budgets, fiscal closing, purchasing, equipment inventory, accounting records, payroll expenditures, transfers of expenses, and gift funds.
•  Establishes and/or maintains procedures in accordance with divisional, campus, university, state and private funding requirements. Develops budgets and spending plans, analyzing and interpreting financial data to determine current and future budgetary needs, necessary adjustments, and fund controls. Advises department chair on options for long- and short-range contingency planning.
•  Oversee the financial affairs and accounts of the program. Manage program's operating budget, including instructional, and gift funds. Prepare analyses and information for programmatic planning and requests for additional funding and equipment. Delegated signature authority on program accounts.
•  Prepare the annual budget in support of the curricular offering and operations. Record and track financial obligations as well as revenue and contributions from various sources.
•  Prepare reports and advise the chair on account balances, actual and projected. Maintain appropriate financial controls. Initiate financial transactions in support of program operations. Advise the chair, faculty, and staff on policies, procedures and protocols.
•  Coordinate transactions with other financial offices. Serve as program liaison on budgetary and fiscal matters.

10% - Supervision

• Oversees general support provided by other staff members. Maintains appropriate records and coordinates the implementation and dissemination of decisions and directives. Oversees adherence to appropriate document management and retention practices. Supports department chair and coordinates with division on external reviews.
•  Supervise the program's administrative staff including recruitment, training, evaluation, and direction. Assign duties, establish priorities, and manage workflow, adjusting responsibilities and assignments as needed. Develop performance standards, evaluate performance and apply corrective action as necessary. Interpret personnel policies and union contracts.
•  Coordinate and supervise outreach and advising activities. Responsible for the content and updating of the department's web site and publications. Coordinate web activities with ITS and division staff.

5% - Space Management

• Assess instructional, technical, and administrative needs of the program. Advise chair on short- and long-term needs and solutions. Prepare justification for facilities and space modifications. Coordinate and secure required space, facilities and equipment. Coordinate moves.

 

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Excellent leadership abilities to oversee multiple functions including curriculum management, undergraduate advising, program budget management, and academic and staff human resources. 
• Advanced knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
• Demonstrated knowledge and experience in a university environment collecting, analyzing, and reporting data on all aspects of academic programs, teaching, research, and service.
• Demonstrated substantial research, statistical, and analytical skills and experience in supporting academic resource planning and analysis, including data on undergraduate and graduate enrollment, faculty workload and instructional data, and retention and graduation.
• Demonstrated skills with various technology applications, including corporate and institutional database systems, desktop publishing, graphical presentation, spreadsheets, and word processing.
   

PREFERRED QUALIFICATIONS

• Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques.
• Excellent ability to establish metrics for program goals which measure effectiveness of contributions to efficient operations of department.
• Skills in strategy development, systems planning and change management.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

 

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=35047&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.





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