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Program Manager - Integrative Health Studies

Company: California Institute of Integral Studies
Location: San Francisco
Posted on: November 26, 2022

Job Description:

Location: San Francisco, CA Category: Staff Positions Posted On: Wed Aug 17 2022 Job Description: POSITION SUMMARY

The Program Manager will provide outstanding program management and comprehensive administrative support for the Integrative Health Studies program. The position ensures smooth administrative flow for the program, and provides excellent service to students, faculty, and staff.



  • Works closely with admissions team, track student application process, and serves as secondary program contact for applicant and new student inquires.
  • Supports students in course registration, transfer credits, and program modification
  • Maintain student records, program-specific lists, and databases.
  • Manages student-relevant administrative channels (e.g. assigns student advisors, facilitates student communication channels).
  • Monitors student advising and registration records; assures that semester and degree requirements are met.
  • Updates student handbooks.


    • Reserves space and reviews contracts with external sites for academic intensives.
    • Arranges logistics for the academic intensive (e.g. arranges rooming, food preferences, materials, etc.).
    • Staffs administrative new student orientation (e.g. arranging for external department presentations and food).
    • Sets up rooms both before and after events.
    • Creates event flyers and updates list-servs.
    • Schedules, attends, and tracks attendance at Information Sessions; attends all Admissions events.
    • Attends academic intensives and supports with on-site coordination (e.g. registration, grounds orientation).


      • Acts a liaison with CIIS administrative departments (Provost, Registrar, Financial Aid, Business Office, Marketing, etc.) to coordinate and facilitate communication and tasks.
      • Develops administrative systems to improve the efficiency and effectiveness of program administration and meeting structure (e.g. scheduling and notetaking at program meetings).
      • Creates spreadsheets of planned courses and faculty staffing (using Jenzabar platform).
      • Schedules courses, including room reservations for individual classes and for academic residencies.
      • Supports faculty classroom needs (e.g. places audio-visual requests).
      • Updates academic catalog.
      • Updates and maintains program pages on internal CIIS platforms.
      • Creates and maintains student and faculty administrative spaces on LMS (Canvas).
      • Creates and processes check and reimbursement requests, including W-9 paperwork.
      • Maintains spending records for chair to manage program budgets.
      • Supports program assessment data collection and reporting (In SIS) and compiles student and departmental data (e.g. documents for program reviews).
      • Writes job description for, interviews, and manages work-study students (e.g. to curate social media presence under the CIIS marketing guidelines and to coordinate the alumni network and invigorate participation).
      • Processes new hire paperwork for work-study students and faculty.


        • Coordinate program outreach efforts (e.g. wellness fairs, conferences).
        • Collects content for and formats seasonal/occasional newsletter with input from chair
        • Creates and updates website pages, including pages for program overview, news, events, and student bios.
        • Curates content for Facebook, LinkedIn, and other social media
        • Ensure that faculty scholarship (papers, invited talks, significant student scholarship, etc) is publicized.
        • Attends academic intensives and supports event coordination during intensive.
        • Provides up-to-date content to office of communications with news, events, and student bios.
        • Forwards to students communications from other programs as requested.


          • Provides support to director of health coaching in the CIIS Wellness Center for department-relevant efforts.
          • Supports logistics for any coaching outreach events.


            • Answers all emails and phone calls.
            • Communicates with faculty, students, and other staff necessary information, deadlines, and responsibilities.
            • Proofreads all program materials, whether hard or electronic copy.
            • Serves, as requested, on CIIS committees and ad hoc committees.
            • Attends all meetings for program coordinator/program manager/student worker group.
            • Orders program office supplies.
            • Approves timecards for all program staff.

              Other duties as assigned.

              PM22 Job Requirements:REQUIRED SKILLS/ABILITIES

              • HR knowledge, background, and experience.
              • Strong administrative skills and background.
              • Experience with Excel and proficient with Microsoft office suite.
              • Excellent verbal and written communication skills.
              • Excellent interpersonal skills with the ability to manage sensitive and confidential situations with kindness, tact, professionalism, and diplomacy.
              • Excellent organizational skills with meticulous attention to detail.
              • Experience with or comfortable learning Colleague HRIS system, and other computer applications.
              • Ability to multitask and meet deadlines under pressure.
              • Ability to work independently and efficiently as well as collaboratively in a team setting.
              • Must follow directions.
              • Must be adept at problem-solving, including being able to identify issues and resolve problems in a timely manner.
              • Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information.


                • Bachelor's degree with a minimum of five years of experience working in higher education required; experience in graduate student advising preferred.
                • Excellent communication skills, both written and verbal; ability to interact with constituencies internal and external to CIIS with diplomacy, patience, and sound judgment.
                • Capacity to work collaboratively as well as to take initiative.
                • Capacity to handle a variety of tasks simultaneously in a composed and professional manner.
                • Strong organizational skills, attention to details, and ability to meet deadlines to maintain an efficient office.
                • Microsoft Office required. Experience with SIS, LMS, and CMS systems preferred. Experience with basic video and photo editing a plus.


                  Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

                  PHYSICAL ABILITIES

                  This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience and tact to perform the essential functions. Additional Information:?LOCATION

                  [ON CAMPUS, IN OFFICE, REMOTE, HYBRED, FLEX]. This position involves remote, on-campus, and on-site hours. Hours are generally Monday through Friday. However, flexibility is allowed to cover academic intensives (two five-day retreats each year), admissions events, and other occasional evenings and weekend days for trainings and meetings.

                  SALARY AND BENEFITS

                  Salary commensurate with skills and experience and may include a competitive 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 our positions, 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.


                  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.PI197673591

Keywords: California Institute of Integral Studies, San Francisco , Program Manager - Integrative Health Studies, Executive , San Francisco, California

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