Program Manager

PUBL EDUC SPEC 3 (004168)

UCPath Position ID: 41071431

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1142479

Approved Date:

11/14/2025 5:20:22 PM

Date Last Edited:

11/14/2025 5:20:19 PM

Last Action Effective Date:

1/19/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION

Department:

562500 - UNEX-EDUCATION

Position Details

UCPath Position Number:

41071431

Position Description ID

169417

UC Payroll Title:

PUBL EDUC SPEC 3 (004168)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41178404

Reports to Payroll Title:

PUBL EDUC SPEC 4

UCPath Department Head Position Number:

VACANT

Department Head Payroll Title:

ACAD PRG MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Portfolio Director, the Program Manager will manage the following areas: course, certificate, and program planning, development, and implementation; implementation of marketing strategies; course and program budget development and coordination; and instructor management, including recruitment and onboarding.

The Program Manager is responsible for the coordination of all certificate, permit, and credential unit activities: currently programs for Teaching English to Speakers of Other Languages (TESOL), Early Childhood Education (ECE), Transitional Kindergarten (TK), and Pre-Kindergarten to Third Grade (PK-3). They independently perform the full range of program implementation responsibilities, using broad job knowledge of educational project management and educational programming, analyzing problems, assessing needs, and developing new programs with supervision. In addition, they will also perform basic day-to-day transactional duties such as programming courses in the UCLA Extension Enrollment Management System, coordinating and quality controlling the website, and overseeing course syllabi/modules' quality in the Learning Management System (LMS).

Other responsibilities include work on various special projects, such as marketing plans and promotional campaigns for curricular areas, specific courses, and projects; budget tracking, monitoring, and analysis; and serving as a high-level, trouble-shooter for the unit regarding logistical and procedural issues. They will be a point of contact for instructor relationship management and monitor and analyze the academic quality of the courses to ensure continual program excellence - making recommendations and developing/implementing program solutions in partnership with the Director. Lastly, additional responsibilities include drafting certificate review reports, managing new certificate proposals, managing instructor and course approval documents, conducting market research on potential new programs, communicating with advisory board members, leading/managing advisory board meetings, and performing other duties as assigned by the Portfolio Director.

UCLA Extension is considered one of the top programs of its kind, offering to more than 35,000 students per year approximately 4,500 classes and non-degree certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of nontraditional students as well as companies and organizations throughout and beyond the Los Angeles region.

Program Planning, Development, & Implementation

1. Facilitate quarterly program planning activities for courses, as well as for special contract and custom programs, new courses, webinars, and seminars.

2. Write and edit drafts of course descriptions and ads in support of new courses and certificate program areas.

3. Assess the need for new courses to complement the existing curriculum - keeping abreast of current trends and program data. Evaluate and recommend new course proposals submitted by current and prospective instructors.

4. Recommend revisions in the current curriculum to reflect new educational trends or to meet new requirements from accreditation agencies.

5. Review instructor evaluations and recommend changes. In consultation with the Director, recommend and discuss any corrective actions with the instructors. Oversee instructors' syllabi and modules within the Learning Management System for consistency, cohesion, and standardization.

6. Collaborate with the Director in long-range strategic planning for unit programs.

7. Plan efficient methods of course, program, and event implementation.

8. Collect, maintain, and manage course descriptions, instructor bios, and information (including teaching histories, enrollment figures, and evaluation scores) on the UCLA Extension web pages.

9. Manage collection and completion of instructor/course approval packets. Ensure the timely completion of references, approvals, essential payroll, bibliographic, and course forms.

10. Manage recruiting, screening/selecting, orienting, evaluating, and supervising program instructors. Support new instructors to develop and clarify course proposals, determine appropriate format and time for course offerings, and to discuss policies and procedures.

11. Oversee instructor teaching assignments; Manage changes in teaching assignments to maintain academic quality.

12. Track student or participant performance and course desirability.

13. Attend courses and special events to check on logistics, monitor the performance of instructors/speakers; cross-market other unit courses; and evaluate the overall success for future planning.

14. Identify and develop evaluation tools for courses, instructors, and programs.

15. Troubleshoot unexpected issues associated with the implementation of courses.

16. Oversee and draft proposals for new or revised certificate programs and courses. Manage implementation of the new or revised courses - ensuring that all approvals and deadlines are met, that any other necessary arrangements are made, and that expenses fall within budget guidelines.

17. Conduct quality assurance for all course contents. Revise and maintain online course modules to ensure the highest quality. Recommend changes in continuing courses to reflect new trends within the profession and to maintain academic quality.

18. Work with the Director to identify new advisory board members. Contact community leaders and industry experts to participate in advisory boards for certificate program reviews. Plan and coordinate advisory board meetings.

19. Manage collaborative activities between the department, UCLA Campus department(s), and professional organizations as needed.

20. Stay current with UNEX programming policy and procedures.

21. Manages external communications and implementation of custom program/contract courses for large clients.

50%

Credentialing Process & Compliance Oversight

1) Process credential recommendations for Induction, CLAD/CTEL, and CTE programs in accordance with CTC requirements.

2) Review and validate candidate records in ADS/Enrollment System to confirm program completion and ensure timely submissions.

3) Prepare and submit credential verifications, name-change updates, and completion letters.

4) Serve as the primary contact for credentialing escalations and district partner communications.

5) Generate credentialing data reports and support audit preparation for instructors and Portfolio Director.

6) Resolve credential-related inquiries and issues via Zendesk/Help Desk.

8) Share updates on credentialing operations and compliance during department meetings.

9) Ensure compliance with state credentialing regulations, UCLA Extension policies, and accreditation standards.

20%

Marketing

1. Partner with the Marketing Department and Program Director to facilitate the creation and implementation of a quarterly marketing plan.

2. Partner with the Director in planning and facilitating ongoing promotion and marketing of courses and special programs by working with Marketing Department to plan and develop marketing campaigns.

3. Proof marketing and promotional materials as requested by the Marketing Department.

4. Collaborate with the Portfolio Director to initiate and cultivate partnerships with community organizations, public agencies, and private corporations especially for internship opportunities.

5. In partnership with the Director, plan and implement marketing strategy and lead program planning meetings.

6. Lead and facilitate brainstorming and planning sessions to promote courses and events. Implementing tactics including the use of social media to promote courses, programs, and events.

7. Manage UCLA Extension and department website updates and quality control with the marketing manager and consultation from the Director.

8. Attend opening of classes and special programs on weekends and evenings as needed. Manage the coordination of information sessions, student orientations, and other special events including development of free online course sections for each of the programs over the website.

9. Manage special programs, including one-day or short seminars, orientation, educational fairs, promotional events, and opening of classes. Oversee public video creation activities with marketing, Portfolio Director, and instructors to promote the department programs with unique videos for each on the website.

10. Plan, develop, and implement strategies for outreach to professional association(s).

11. Manage and attend technical conferences and professional meetings as scheduled.

10%

Budget & Financial Analysis

1. Develop and prepare quarterly and annual program budgets.

2. Review budgetary projection figures and oversee each quarter's course offerings to ensure that budgetary goals are met.

3. Monitor programmatic expenses and administrative service charges to ensure quarterly and annual fiscal health as well as determine future programming and other decision-making in partnership with the Program Director.

4. Track expenses and revenue for the unit including analysis of individual courses and certificate programs; Developing and maintaining budget spreadsheets with accurate data during the annual and quarterly budget cycles.

5. Provide the Director with appropriate budget analyses and research to make well-informed financial decisions. With direction from the Director, make and implement budget recommendations, especially to improve revenues and to control expenses.

6. Enter proper instructor and guest speaker compensation in Enrollment Management System and process any travel expenses.

7. Oversee all financial activities for partnership programs established with outside organizations.

10%

Student Advisement

1. Provide guidance on matters pertaining to registration and transfer procedures, refunds, class withdrawals, and complimentary enrollments as needed.

2. Provide student advising on variety of issues and topics relevant to continuing education students as needed.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent experience / training

Required

And

Program Management certificate and/or experience.

Preferred

3 years

Minimum professional experience in academic/continuing education program coordination and management within a higher education environment or related field/industry.

Required

Demonstrated analytical skills to conduct analysis, develop recommendations, organize and problem solve. Ability to conduct needs assessment to inform the development of new programming.

Required

Demonstrated skills to independently, flexibly, and creatively perform duties and effectively set priorities under conditions of frequent interruptions, shifting priorities, and a fluctuating workload; Organize workflow, determine and meet deadlines.

Required

Thorough and effective verbal, written, and interpersonal communication skills and presentation skills sufficient to be assertive, courteous, objective, and diplomatic under difficult circumstances.

Required

Excellent interpersonal skills to ensure respectful, effective, cooperative, and appropriate interaction with students, instructors, and other staff members and other persons of various social, cultural, personal, economic, and educational backgrounds.

Required

Superior and excellent ability to provide excellent internal and external customer service with attention to promptness and a focus on solutions; commitment to treating others with fairness, dignity and respect.

Required

Superior and excellent writing and editing skills to compose course descriptions, advertising copy, reports, correspondence, and other written materials, that are grammatically correct, clear and appropriate in style, tone, length, and content.

Required

Demonstrated computer proficiency in business software systems, i.e. Windows, Word, Excel, Power Point, Outlook. Ability to learn new software, e.g. Access.

Required

Professional experience and skill in planning and preparing fiscal budgets, including comparative trends, for use in budgetary review meetings.

Required

Ability to analyze financial AND program data to identify relevant information, identify patterns, tendencies, and logical conclusions; recognize alternatives and their implications, with supervision.

Required

Experienced in exercising supervisory skills, including the ability to provide guidance and support, delegate work appropriately, follow up on progress in a timely manner, provide constructive feedback and evaluate performance.

Preferred

Ability to travel to off-site locations to attend opening of classes, open houses, and other program related events.

Preferred

Knowledge of current public educational programs and trends.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Flexibility to work some evenings and weekends to attend marketing events, seminars, and other programs.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

433 S Spring St, Los Angeles, CA 90013

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.