Program Manager

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: TBD_3059

Position Description History/Status

Approved Date:

1/30/2025 11:44:45 AM

Date Last Edited:

1/30/2025 11:44:40 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1160O

Organization:

ANDERSON SCHOOL OF MANAGEMENT

Division Code:

1161D

Division:

MANAGEMENT DIV

Department:

030000 - ANDERSON GRAD SCH OF MANAGEMENT

Position Details

UCPath Position Number:

TBD_3059

Position Description ID

235766

UC Payroll Title:

STDT SVC ADVISOR 2 (004574)

Business Title:

Program Manager

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40053313

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40042699

Department Head Payroll Title:

ADMIN MGR 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The UCLA Anderson Executive MBA Program (EMBA) is a full service and self-supporting MBA program for ~340 students with annual revenue of $16 million and an operating budget of $6 million. Under the general supervision of the Executive Director, the Program Manager assumes the following primary responsibilities for the monthly hybrid section of the EMBA Program: (1) manages a class of ~70 graduate students (registration fee account management, enrollment and general student affairs management); (2) manages core and elective courses; (3) manages EMBA special programs, events and related activities; (4) provides leadership and/or high level support with projects and events that are organized by EMBA Program's student services and operations area; (5) foster collegial relationships with EMBA students and staff, Anderson faculty and administrators, UCLA campus services, and external vendors; (6) manages a variety of innovative and continuing projects and activities that support EMBA Student Affairs and Operations. 

Reports directly to the EMBA Executive Director. Collaborates regularly and directly with other EMBA Program Managers, Sr Manager of Finance and Academic Services, the Administrative Director of Field Study Programs and the Director of International Programs and Field Study Programs. High degree of independence with minimal supervision. 

The UCLA Anderson Executive MBA Program (EMBA) is a full service and self-supporting MBA program for ~340 students with annual revenue of $16 million and an operating budget of $6 million. Under the general supervision of the Executive Director, the Program Manager assumes the following primary responsibilities for the monthly hybrid section of the EMBA Program: (1) manages a class of ~70 graduate students (registration fee account management, enrollment and general student affairs management); (2) manages core and elective courses; (3) manages EMBA special programs, events and related activities; (4) provides leadership and/or high level support with projects and events that are organized by EMBA Program's student services and operations area; (5) foster collegial relationships with EMBA students and staff, Anderson faculty and administrators, UCLA campus services, and external vendors; (6) manages a variety of innovative and continuing projects and activities that support EMBA Student Affairs and Operations. 

Reports directly to the EMBA Executive Director. Collaborates regularly and directly with other EMBA Program Managers, Sr Manager of Finance and Academic Services, the Administrative Director of Field Study Programs and the Director of International Programs and Field Study Programs. High degree of independence with minimal supervision. 

Student Affairs Management

1. Program Manager to Executive MBA (EMBA) class of ~70 students. Manage intensive 3 day, monthly class sessions for 1st or 2nd year EMBA students; management includes working independently and/or assisting with issues related to housing, catering, enrollment, guest speakers, course management and special events. (E)

2. Advises students regarding EMBA and university policies and procedures via email, phone calls, and in person. Refers students to Senior Director as necessary. (E)

3. Oversees student services, assist students as needed with: BruinCards, Office for Students with Disabilities, Health & Wellness Center, Wooden Center access, Graduate Student Campus Tours, etc. (E)

4. Provides high level of customer service, manage student expectations, resolve student issues; advise EMBA Senior Director on complex or critical student affairs issues. (E)

5. Establishes positive working relationship with students (by attending meals, events, residential programs, etc.) in order to informally gather information, understand student preferences and concerns, and take action to correct problems in early stages of development. (E)

6. Advises students on class registration & enrollment in core and elective courses. (E)

7. Manage parking for EMBA Program: maintain student parking database, coordinate annual parking permits (new and renewals), arrange for guest parking; arrange for special event parking; liaison with Anderson Event Service, UCLA Parking Service and UCLA Parking Enforcement. (E)

8. Reports grade/enrollment problems to EMBA Senior Director. (E)

9. Represents EMBA student interests and concerns to Anderson senior administrative staff and academic community. (E)

10. As requested, creates student focus groups and evaluates feedback using online survey tools; prepares written summary report of findings. (E)

11. Compiles and analyzes data for academic and non-academic information; reports on findings; accesses SRS Web and OASIS-AIS to gather academic information. (E)

12. Maintains a master database for a class of students; records and evaluates all student affairs actions for the 2-year course of study; resolves or manages any needed student affairs actions. (E)

13. Coordinates arrangements for special events, speakers, visitors. (E)

14. Consults and collaborates with Anderson department areas, including Full-time MBA program, AMR (Applied Management Research) administration, Anderson Computing and Information Services area, Rosenfeld library, building services, scheduling office, and academic centers, to deliver high level of student services to EMBA students. (E)

15. Resolves student issues, problems and complaints and corrects with the Sr. Director as necessary. (E)

16. Participate in and assist with the preparation and management of ~20 special extracurricular program events and activities sponsored by the EMBA program (e.g., New Student-Alumni Orientation Dinner; networking events with alumni, international students, faculty and speakers). (E)

17. Record minutes at quarterly EMBA Class Council Meetings; identify 'action' items, identify responses, track follow up, and report back at subsequent meetings. (E)

18. Anticipate and correct potential student affairs issues before they become a problem. (E)

19. Manage 360 and Big 5 assessment tools and student group reports as part of Leadership Foundations. (E)

20. Responsible for the formation of students' study groups/learning teams. (E)

21. Regularly consults with the Program Deans and Executive Director on the continual improvement of the EMBA hybrid monthly section to ensure the success and growth of the program; makes recommendations for improvements. (E)

25%

Course Management and Faculty Support

1. Coordinates annually with ~30 faculty in delivery of EMBA courses. (E)

2. Works directly with faculty and review syllabus to determine instructional material and classroom support needs for core and elective MBA courses. (E)

3. Evaluates price quotes for course materials ensuring competitive prices for texts, readers, notebooks, software programs, and other instructional materials; orders all instructional materials. (E)

4. Coordinates with publishers, bookstore, computing and information technology services, etc. to manage efficient and cost effective delivery of EMBA courses. (E)

5. Ensures copyright permission is secured on documents. (E)

6. Coordinates with Anderson Account Manager and/or EMBA Financial Manager on special orders; initiates and completes all required financial documents. (E)

7. Manages quantity/quality assurance of instructional readers and arranges for purchase of texts, cases, readers, etc. (E)

8. Manages quarterly distribution of course materials to EMBA students and sale of course materials to non-EMBA students; notifies students of book material distributions; updates EMBA student website regarding materials availability; responsible for efficient delivery of materials. (E)

9. Coordinates the establishment of web-based electronic course materials; manages the distribution of pass codes and web access procedures for students. (E)

10. Requests and monitors mediasite real time recording of classes, manage portal postings of recorded sessions; troubleshoot equipment failure. (E)

11. Manages classroom set-up and breakdown, maintain orderly classroom space, take attendance, distribute handouts (course and administrative). (E)

12. Manages the inventory and purchase of classroom and office supplies. (E)

13. Ability to use and assist faculty with classroom equipment (computer, screen, mediasite). (E)

14. Manages classroom visits for guest speakers, VIP's and prospective student applicants. (E)

15. Collaborates with Anderson Computing and Information Technology Services (ACIS) area on course related software training sessions for students; coordinates with ACIS to create quarterly course websites; maintain websites to insure they are current; arranges site licensing of programs. (E)

16. Secures resources for classroom lectures (e.g., computer support, AV). (E)

17. Trains and supervises senior clerks assigned to work during classroom sessions. (E)

18. Coordinates and reserves space for core and elective courses and TA sessions. (E)

19. Arranges for course related conference calls. (E)

20. Communicates with enrolled students on behalf of the faculty about course preparation and course related announcements. (E)

21. Reports on academic experiences and expectations of students to faculty and senior administration. (E)

22. Confirms exam schedules for the purpose of adjusting catering orders and senior clerk work assignments; schedules special make-up class and exam sessions, including Course Waiver exams. (E)

23. Manages return of unused texts for credit to EMBA Program. (E)

24. Maintains master course files for EMBA Program. (E)

25. Resolves faculty support, course management, or student course related issues with senior EMBA management as appropriate. (E)

26. Communicates course information with students, faculty and staff via Class Weekend Email, course websites or general email. (E)

27. Reviews course websites; insure these are kept current. (E)

28. Manages EMBA alumni auditing elective courses; provides course materials and arranges parking. (E)

29. Liaison with Teaching Assistants. (E)

25%

Strategic Management Research Program (SMR)

The following duties normally alternate from year-to-year between the 1st and 2nd year EMBA Program Managers:

1. Co-manages the required SMR Program for the 2nd-year EMBA class (~70 students) for all program-related activities. (E)

2. Works closely with the SMR Program Director, Faculty Advisors (~8 senior faculty) and the Assistant Director to execute all aspects of the program. (E)

3. Coordinates course materials and distribution of same; manages all SMR evaluations. (E)

4. Responsible for coordinating logistical aspects of two SMR student information sessions during Fall Quarter. (E)

5. Creates and maintains the SMR course website; design and compose weekly announcements, updates, etc.; provide links to the SMR 'My Anderson' resource site. (E)

6. Secures resources for classroom lectures, including computer support, audio visual arrangements, textbooks, sample business plans, relevant cases, etc. during SMR class weekends. (E)

7. Maintains SMR team budgets (~12 teams) and expense reports; review and collect all necessary documents to process student reimbursements. (E)

8. Tracks all student deliverables and keeps attendance records.(E)

9. Works with the Assistant Director to organize all presentation schedules (including dry-runs, mid-point and final), library consultations, and program launch at the end of fall quarter. (E)

10. As requested, attends SMR staff meetings and provides regular reports and feedback to the senior management team. (E)

15%

International Travel Study and EMBA Exchange Programs

1. In collaboration with the International Programs Office, manages application process of International Exchange Program; follows-up with student announcements; collects applications, coordinates with staff committee, reviews applications and assists with decisions. (E)

2. Provides information to EMBA students on available exchange courses and to visiting Exchange students on Anderson block elective courses; sends course materials to Exchange students, and creates network accounts. (E)

3. Plans and manages EMBA International Business Seminars (Chile, Spain, Dubai, others) as assigned. (E)

4. Works on various assignments including pre-registration of students, collecting participant and guest fees, insurance and waiver forms, travel information; schedules in-country activities. (E)

5. Coordinate course materials and provides faculty support before, during and after travel portion of program. (E)

6. Manages all pre- or post-seminars and/or language classes associated with the courses (i.e., organizing technical needs, reserve rooms, track attendance, arrange catering). (E)

7. Manages in-country events (receptions, meals, company and cultural visits); work with in-country vendors (hotels, restaurants) and provide necessary information to execute contracts. (E)

8. Coordinate with partner schools to obtain/send course schedules, materials and final grades. (E)

9. Works with Business Office to set up vendors in the UCLA system; verifies vendor invoice charges/credits; submits invoices for payment/credit via Universal Form or Travel Express. (E)

10. Maintains expense report and provide budget reports on the International Business Seminar. (E)

11. Advises students on International Program policies and activities. (E)

12. Create and maintain website and/or provide links to the 'My Anderson' course site with detailed information on course requirements and materials, travel and insurance registrations, in-country schedules, etc. (E)

13. As requested, attends International Program staff meetings to be aware of current issues, provides regular reports and feedback; participates on conference calls with representatives of the exchange schools/companies. (E)

14. Travels on international trips to manage on-site class sessions/lectures, corporate and student participation, and logistics.(E)

10%

Management of Residential Courses

1. Leadership Foundations (2 units; 5-day residential course; ~80 attendees). (E)

2. International Business Seminar (4 units; 7-day residential (overseas); ~140 in attendance). (E)

3. Field Study (SMR) Launch (2 units; 3-day off-site residential; ~120 attendees). (E)

For all 3 Residential Courses, candidate must:

a. Provides high level assistance to the manager of this special course and/or work collaboratively and/or assume direct responsibility for assignments delegated (before, during or after completion of course)- including managing logistical, organizational and administrative functions in the areas of course management, material management, catering, transportation, equipment management (audio-visual), technology management, faculty assistance, student affairs management, communication, travel, hotel and other venue arrangements. (E)

b. Provides high-level customer service to faculty, students, and company executives. (E)

c. Attend all on-campus and off-campus residential courses.(E)

d. Additional Program Duties and Assignments:

1. Assists with the production, compilation, and distribution of the EMBA Resource Handbook and the EMBA Policy Handbook. (E)

2. Provides high-level assistance to Senior Director and Associate Deans. (E)

3. Manages and/or contributes to EMBA program projects and events as assigned. (E)

4. As a team member of student affairs and operations, supports and/or participates in programs, events, activities managed by other staff and other EMBA Program areas (e.g., Admissions and Career Services). (M)

5. Provides backup support to EMBA Student Affairs and Operations Team members. (E)

6. Assists with management of student business center; order office and inventory supplies as needed. (M)

7. Other mics. duties as assigned. (M)

10%

Financial Revenue Management

1. Manages collection of EMBA registration fee revenue. (E)

2. Manages ~ student accounts using the BAR, Student Records System and AIS. (E)

3. Advises students of program policies regarding registration fee payments, parking waivers, lodging plans, university online pay system (Bruin Bill/BAR), EMBA hold and collection policies. (E)

4. Notifies students on a quarterly basis of fee payments and informs students of EMBA program policies on fee payments. (E)

5. Maintains internal financial records using excel (with formulas, links and other advanced features) to track payments, credits, and other special account actions. (E)

6. Authorizes account actions, verifies account actions have been processed and maintains records for these actions; i.e. lodging charges & credits, parking credits, book/instructional material credits, etc. (E)

7. Maintains complete financial documentation on each student for audit of student accounts. (E)

8. Manages collection and retention of signed, annual financial contracts for class of students. (E)

9. Audits student financial records (in conjunction with enrollment audit) on quarterly basis; resolves account problems. (E)

10. Provides EMBA Senior Director with quarterly reports of past due accounts and other collection issues. (E)

11. Recommends holds on student accounts and provides EMBA Senior Director with documentation to support hold action. (E)

12. Manages collection of past due registration fees with EMBA Senior Director. (E)

13. Corresponds in writing with students on hold to advise them of EMBA hold policies. (E)

14. Monitors student accounts that are on hold; authorizes the release of the holds or recommends collection action. (E)

15. Collaborates with EMBA Senior Director in the management of student financial accounts. (E)

16. Collaborates with EMBA Senior Director to resolve student financial issues, problems and complaints. (E)

17. Collaborates with Financial Aid Director. (M)

18. Creates and maintains budgets for all class-related events and programs (i.e., Strategic Management Research, Leadership Foundations, LifeCycles, International Programs, Family Orientation Dinner/Picnic, etc.); audit invoices and process payments for all events and programs in a timely manner. (E)

19. Prepares University purchase orders and travel reimbursements. (E)

10%

Additional Duties

1. As requested by supervisor or senior management, participate in admissions work; i.e. reads and evaluate applications, attends committee meetings and other admissions related work as appropriate. (M)

2. Creates surveys on various topics for students and/or ProMBA administrators. (E)

3. Provides backup support to other EMBA Student Affairs and Operations Team members. (E)

4. Provides high level assistance to EMBA Deans and Directors on special projects or programs. (E)

5. Coordinates with supervisor to update EMBA policies and student handbook, as necessary. (M)

6. Assumes other management duties, as requested by supervisor or senior management. (M)

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

BA/BS degree or an equivalent combination of education and experience.

Required

Two or more years of student affairs and operations experience in an academic setting.

Required

Ability to travel domestically and internationally. Must possess valid passport.

Required

Strong proficiency in Microsoft Office with emphasis in word (creation of forms & tables, signs, labels) and excel (formulas, database function, spreadsheets, data sorts, mail merges, etc.). Experience with Ingeniux, Dreamweaver, HTML, Photoshop, Adobe Acrobat, Sharepoint, Excel and Word to create and maintain websites. Ability to conduct web searches and email.

Required

Ability to use and comprehend University on-line systems: BAR (billing and receivable), SIS (student information systems), SRS (student records systems), TSO.

Preferred

Availability to work evenings, weekends, flexible schedules, and holidays, as necessary.

Required

Ability to physically lift 20-30 lbs. to move tables and chairs, to access materials in high or low places, to move carts, boxes, etc. (with assistance, if necessary).

Required

Ability to organize large amounts of information in a systematic way.

Required

Working knowledge of purchasing practices including determination of needs, selection of items, and reconciliation.

Required

Ability to lead teams and to be a team member to manage, collaborate, and execute small and large-scale projects and events.

Required

Skill in working effectively, efficiently, independently and following through on assignments with minimal direction.

Required

Ability to analyze problems, propose solutions and /or make recommendations and take action.

Required

Ability to establish priorities, meet set deadlines, and complete tasks in a timely manner.

Required

Excellent communication skills to relate complex information clearly, concisely and diplomatically.

Required

Excellent writing skills to prepare concise, logical and grammatically correct correspondence and reports.

Required

Proven experience in organizing, planning, and executing small and large-scale complex projects, events, programs, workshops, and conferences.

Required

Excellent interpersonal skills to interact effectively with corporate executives, professional students, faculty, administrators and persons of various socio-economic, ethnic and cultural backgrounds. Ability to establish and maintain cooperative working relationships with other administrators, faculty, students, and vendors.

Required

Ability to interpret and follow policies and procedures. Ability to accurately counsel and guide students on questions and concerns in regards to the program and university policies.

Required

Ability to conduct professional business negotiations with new and established vendors to ensure excellent service and prices, and to promote continual vendor improvement upon services offered.

Required

Ability to work in demanding situations while keeping customer service orientation.

Required

Knowledge of accounting principles for processing accounting forms, documents, and spreadsheets; ability to prepare expense statement.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA Anderson - EMBA

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.