POSITION SUMMARY

The Human Sexuality ("HSX") Department encompasses a master's and a doctoral degree program. The Program Manager ("PM") will provide outstanding, comprehensive management and administrative support for the Human Sexuality Department; ensure smooth workplace flow for the department, related events, and new initiatives; and provide excellent front-facing service to students, faculty, and staff within HSX and with broader university stakeholders at the California Institute of Integral Studies (CIIS). The best candidate must be comfortable taking direction and be a flexible problem-solver, a self-starter, and able to multitask in a high pressure, fast paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

DEPARTMENT ADMINISTRATION

• Acts a liaison with CIIS administrative departments (Provost, Registrar, Financial Aid, Business Office, Dissertation Office, Office of Strategic Communications and Relations, etc.) to coordinate and facilitate communications, projects, and events for the department. Establishes a good working rapport with these departments and administrative stakeholders.
• Develops supplementary administrative systems to improve the efficiency and effectiveness of department administration.
• Learn, develop, and streamline internal department information systems (Smartsheet, Colleague Self-Service, OneDrive, and related systems)
• Using school information systems (SIS such Colleague, Share Point, etc.), participates in the planning and scheduling of courses and faculty staffing (both core and adjunct).
• Collects department assessment data and reports to the proper channels.
• Places audio-visual requests as needed for virtual, hybrid or in-person events.
• As the department CIIS Brand Ambassador, creates and updates all department websites, Canvas, social networking, and SharePoint sites in coordination with department chair and CIIS standards.
• Updates and maintains department pages on intranet (Self-Service, SharePoint, etc.)
• Creates and maintains student and faculty administrative spaces on Learning Management System (Canvas - Faculty Café and Student Café)
• Alongside the Chair, revises the Academic Catalog annually; requests new course codes; removes old courses; and the like.
• Creates and processes check requests and honoraria, including W-9 paperwork, for faculty, staff, contractors, guest presenters/speakers at department events, etc.
• Under the direction of the department chair, monitors department budget-to-actuals; monitors the financial guidelines of the department and university regarding budget caps and spending allocation; updates departmental financial and travel processes as needed.
• Processes new hire paperwork for work-study students, teaching assistants, staff and faculty; supports the onboarding of HSX adjunct faculty as needed
• Writes job description for, interviews, and directly supervises work-study students.
• Schedules, attends, takes notes at, and archives notes for department meetings (MS and PhD)
• Maintains department content within the CIIS university-wide filing system.
• Forwards communications as requested from other programs, university stakeholders, and CIIS administration to faculty, staff and students as appropriate and under the guidance of the department chair

GENERAL ADMINISTRATIVE TASKS

• Answers all emails and phone calls promptly.
• Communicates with faculty, students, and other staff necessary information, deadlines, and responsibilities.
• Proofreads all department materials to maintain the highest standards for all hard and electronic copy.
• With approval from the department chair, serves as necessary on CIIS committees and ad hoc committees.
• Attends all meetings for program coordinator/program manager group.
• Orders departmental office supplies, event food/catering, HSX merchandise, and services
• In collaboration with the department chair, monitors the approval of timecards for department/program staff, including work-study students, and adjuncts.
• Coordinates space planning with various CIIS departments (for example, Operations, Provost's Office, IT, etc.) as necessary for office space, classes, and events

STUDENT SUPPORT

• Adds students to program-specific lists and databases.
• Assigns student advisors; processes advisor change forms; monitors advisor assignments and updates databases as needed.
• Supports students in course registration, transfer credits, program modification, independent course studies, and the like.
• Tracks and digitally files all student paperwork regarding dissertation progress, student progress and leaves, and related processes.
• Works with the HSX Dissertation Advisor and Dissertation Office to orchestrate dissertation defenses, including videoconference and/or room reservations; works alongside the HSX Dissertation Advisor and Dissertation Office for committee payment tracking, and regularly updates the Smartsheet tracker for dissertation students across their progress until graduation.
• Monitors student advising and registration records.
• Updates student handbooks and materials as needed.
• Updates new student programs in the Faculty Café each fall for incoming cohorts.
• Updates HSX Café space on Canvas and ensures that this space is published and populated with all active students at the start of each semester and summer.

EVENTS

• Orchestrates all departmental events (in-person or remotely) under direction of the department chair, such as academic residencies and academic gatherings such as conferences, workshops, fellowships, department retreats, and events orchestrated with/by Office of Campus Experience & Events (OCEE)
• Reserves space and reviews contracts with external sites for academic retreats
• Assists with booking travel/accommodations for faculty, guests at special events, and students under the direction of the department chair.
• Arranges food for events by running errands and making reservations with external or internal catering.
• Physically or virtually sets up rooms before events and break down after events.
• Creates event flyers, online marketing, and updates list-servs regularly.
• Attends select Admissions events for the department.
• Attends academic residency weekends and events as necessary during weekends and evenings.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED QUALIFICATIONS AND/OR EXPERIENCE

• Bachelor's degree
• Minimum of three years of increasingly responsible and varied administrative, supervisory, and/or management experience.
• Excellent communication skills, both written and oral; ability to interact with constituencies inside and outside of the department with diplomacy, patience, and sound judgment.
• Highly organized and able to operate autonomously, remain focused, prioritize tasks, and flexibly engage in collaborative efforts as required or requested with faculty, staff, and students on campus or virtually.
• Experience working in a deadline driven, fast-paced environment, managing multiple competing priorities.
• Maintain discretion and confidentiality, especially when dealing with sensitive matters involving students and faculty within the university community.
• Handle protected information with care and maintain privacy in a respectful and confidential manner.
• Excellent verbal and written skills to deal effectively in person and using digital communications.
• Demonstrated proficiency with Microsoft Office suite, Online conferencing programs (ZOOM), and other software as assigned.
• Proficiency with technology and experience with managing the content of departmental website and SharePoint as well as other departmental communication modalities.
• Willingness to work some evenings and three weekends per semester on campus in San Francisco as needed and requested.
• Experience planning, organizing, and executing events for parties of 30 people in formal educational or similar settings, such as for corporate events.

PREFERRED QUALIFICATIONS AND/OR EXPERIENCE

• Attention to Detail: Being meticulous in ensuring all aspects of the program are executed accurately and according to plan.
• Adaptability: Capacity to quickly adjust to changing priorities, circumstances, and technologies.
• Time Management: Ability to prioritize tasks and manage time efficiently to meet tight deadlines.
• Problem-Solving: Aptitude for identifying issues, evaluating options, and implementing effective solutions in a dynamic environment with multiple stakeholders across the university.
• Communication: Strong verbal and written communication skills to articulate ideas clearly, facilitate discussions, and convey complex information to diverse stakeholders, including students.
• Flexibility: Willingness to embrace change and approach challenges with an open mind.
• Resourcefulness: Ability to find creative solutions and leverage available resources efficiently.
• Stakeholder Management: Proficiency in managing relationships with various stakeholders, including clients, team members, and executives.
• Decision-Making: Skill in making timely and well-informed decisions under pressure.
• Emotional Intelligence: Capacity to understand and manage one's emotions and empathize with others to build strong working relationships and rapport across faculty, staff, school administrators.
• Resilience: Ability to remain calm and focused in high-pressure situations and bounce back from setbacks.

SCHEDULE

Full time/40 hours week. Events on some weekend hours will be required.

LOCATION

Hybrid, with required access to the CIIS campus in San Francisco, CA. The PM is expected to be on campus 3x/weekly and finish the remaining days from home.

WAGES AND BENEFITS

Salary Range $68,000- $73,000 for full time/exempt

CIIS offers a comprehensive benefits package.

NOTES TO CANDIDATE

• Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI ). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.