Program Manager

ADMIN OFCR 3 (007377)

UCPath Position ID: 40093029

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1127349

Approved Date:

8/12/2024 6:50:18 PM

Date Last Edited:

8/12/2024 6:50:14 PM

Last Action Effective Date:

3/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW                          

Division Code:

1141D

Division:

LAW DIV                                

Department:

025000 - LAW

Position Details

UCPath Position Number:

40093029

Position Description ID

166661

UC Payroll Title:

ADMIN OFCR 3 (007377)

Business Title:

Program Manager

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

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:

40330002

Reports to Payroll Title:

ACADEMIC ADMINISTRATOR VII

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

The Program Manager will support the operations and administration of UCLA School of Law's fast-growing Master of Legal Studies and Executive Education programs.  Under the general direction of the Assistant Dean of Graduate Studies and Professional Programs, the Program Manager's responsibilities will include managing the department's CRM (Salesforce) and webpages and supporting admissions and student services by operating and maintaining the various required university systems (including OASIS and Slate).  The Program Manager will work closely with the Assistant Dean to plan, innovate, problem-solve, and adapt in a constantly evolving atmosphere.  The Program Manager must be flexible, eager to learn and thrive in a fast-changing environment.

Departmental Operations

1. Manage the administrative and technical systems that operate the department. Develop internal policies and procedures to support the administrative functioning of MLS and Executive Education. (E)

2. Support the cycles that occur in student services and admissions.  This includes (but is not limited to) marketing, applications, interviewing, deposits, enrollment, scholarship adjustments, and graduation. Lead the processing of scholarships.  Enroll, add, and drop students during registration periods.  Oversee and manage our CRM, Salesforce.  This includes the creation of automation, overseeing optimal data processing and maintenance, lead integration, list management, and more. (E)

3. Regularly maintain, analyze and evaluate systems for improvement of processes and efficiency. Utilize new and existing programs and tools to create, automate, and improve M.L.S. processes such as: Salesforce, LeadPages, Jotform, law website, Adobe Creative, OASIS, Google Analytics, and web design, Excel. (E)

4. Manage the process and systems to support student admissions, onboarding, and enrollment. Make recommendations for changes in programming, timeline, or technology to improve and streamline the process. (E) 

5. Research and recommend new technologies, approaches and methods to achieve departmental goals and make current processes more efficient and effective. (E)

35%

Academic Services Management

1. Manage the Master of Legal Studies programming and course offerings. In collaboration with the Assistant Directors of Graduate Studies, ensure that students know the list of courses and requirements needed for degree progression and specialization through various media, including the UCLA Law website, program information sheets, emails, etc. (E)

2. Develop tracking and information distribution systems for student information (i.e. remote vs hybrid students) and create internal guidelines and calendars for engaging in specific program activities. (E)

3. Facilitate the addition of new courses or programming by coordinating with the Assistant Dean of Graduate Studies and Professional Programs to get course approvals. At the time of approval, work in collaboration with the Records Office to ensure course details and information is available on the web and had been communicated to the students. (E)

4. Track course and program offerings, attendance, and evaluation/feedback data. Analyze feedback and data to make recommendations about course frequency and changes. (E)

5. Manage the MLS enrollment process. Serve as the liaison to the Records Office to submit student enrollment information into the necessary classes.  In coordination with Records, advertise and coordinate registration priority enrollment passes. Advocate for and solicit seats in JD courses for MLS students. (E)     

25%

Website Management & Maintenance

1. Regularly review, remove, and update course listings and program offerings from UCLA’s website and/or other information sources. Ensure that the MLS offerings meet Grad Division and Law School standards for display.

2. Create and maintain websites and platforms that support marketing and admissions.  This includes Salesforce, Slate, and Canvas. (E)

3. Manage website design and updates by working with website developers, administration, and staff to develop content and structure. (E)

20%

Strategizing, Problem Solving and Planning

1. Develop a yearly strategic plan for the MLS and Executive Education programs in consultation with the Assistant Dean. Serve as the lead in developing content for the plan on system updates, implementation, and operational changes needed. This includes advising on the necessary systems to manage the department's operations. (E) 

2. Analyze current processes, policies, and procedures. Make recommendations on changes or improvements. Implement changes as directed. (E)

3. In consultation with Records, Campus, and LawNet IT, serve as the liaison between MLS and those departments to integrate systems into MLS platforms (i.e., SaleForce). (E)

10%

Budget

1. In consultation with the Assistant Dean, develop the yearly program budget, analyzing and projecting upcoming program costs for the Academic Year. (E)

2. Review budgets to determine areas for cost savings and look for ways to implement cost-saving strategies. Review and monitor annual spending monthly to stay within the operational budget. (E)

3. Oversee financial accounting procedures within the department to ensure proper University procedures and processes are followed. Ensure appropriate funds are used for each initiative, project, or event. (E)

4. Stay abreast of changes by UCLA Law and/or UC of rules and regulations concerning budgeting, financial recordkeeping, and expenses and make timely changes to existing systems to conform with changes made by UCLA Law and/or UC. (E)

5. 5Establish internal procedures for reviewing and reconciling payments between the university and the vendors. Proactively follow up with the Law School Business & Finance Office on outstanding payments and identify when payments exceed 90 days. Maintain records of payments & vendor use for historical purposes. (E)

5%

Program Representation

1. Participate and serve as a representative for all MLS and Executive Education events.  Events include, but are not limited to, admit days, receptions, orientations, MLS launch weeks, networking events, and graduation. (E)

2. Serve as a program official/representative at conferences, events and student recruiting opportunities. (E)

5%

•

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 combination of education and experience/training

Required

5-7 years

Professional experience preferably in a higher education.

Required

Experience using CRM, Salesforce, Slate, and Canvas.

Preferred

Experience updating, designing, and managing webpages.

Required

Experience and familiarity with UCLA administrative procedures and organziational structures.

Preferred

Demonstrated ability to use SAAS or university systems to advance an organization.

Required

Demonstrated ability to organize and implement the logistical requirements of events and programs.

Required

Interpersonal skills to communicate and interact with faculty, staff, students, vendors, and the public.

Required

Demonstrated ability to speak clearly, distinctly, and diplomatically to obtain or relay concise, relevant information, while using correct vocabulary and grammar. Demonstrated listening skills to understand accurately instructions and to carry out tasks.

Required

Ability to maintain confidentiality of information with tact and discretion.

Required

Ability to establish and maintain effective, collaborative relationships and to enlist support of all levels of faculty, staff, student, campus, and community constituencies and to mobilize team effort to accomplish Program goals.

Required

Ability to set priorities that accurately reflect the relative importance of job responsibilities and deadlines. Skilled in working collaboratively to prioritize work demands and resources to meet anticipated deadlines.

Required

Ability to take initiative, work independently, organize workflow, establish a productive work environment, and follow through on assignments with minimal supervision.

Required

Excellent writing skills to draft correspondence, memos, reports, promotional materials, and informational documents that are clear, logical, and concise.

Required

Ability to adapt to a changing work environment as a part of a growing program.

Required

Excellent analytical skills and the ability to think creatively to solve problems and develop solutions.

Required

Resourceful, creative, attentive to detail, and service-oriented. Able to analyze situations and define problems or objectives, identify relevant factors, formulate logical conclusions, and recognize alternatives.

Required

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.

10%

Domestic Travel

Ability to travel to travel to conferences, events, and student recruiting opportunities.

Required

Flexibility with schedule, with proper notice, as needed to produce and attend events, including occasional early morning, evening, or weekend events.

Required

Ability to work a minimum of 2x per week onsite or as operational needs dictates.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E. Young Dr. E. Los Angeles, CA 90095

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.