Program Manager-HPEd, HA, DA

The Program Manager maintains appropriate office systems, word processing, program manuals, databases, drafting basic correspondence, filing (physical and electronic), processing forms and requisitions while ensuring accuracy. Establishes, coordinates, monitors, and revises database systems (i.e., Microsoft Teams, Formstack, D2L) for accurate program records of student, faculty, alumni, and program accomplishments; course syllabi and schedules; special funds and projects; research and recruitment efforts. Performs routine office related administrative duties such as ordering supplies, greeting visitors and prospective students, answering incoming calls/emails, and interfacing with various IHP operations as needed. Maintains, tracks, and updates student files and academic progression to support student advising. Supports program and committee meetings by assisting in the preparation and distribution of materials, scheduling, attending, participating, and taking meeting minutes. Manages term lecturer contracts. Identifies and communicates areas for improvement in program processes to leadership and implements solutions accordingly. Serves as first point of contact for program inquiries from prospective/current students by participation in recruitment webinars; monitoring department and program email and phone; and being knowledgeable about program curricula, course offerings, schedules, policies, and procedures. Work closely with Health Sciences and Health Professions Education departments' program directors to develop and implement marketing strategies (e.g., brochures, advertisements, and webinar and tabling participation) for these departments. Attends and oversees logistics for occasional weekend and evening events.

• Manages staffing and catering for Health Sciences and Health Professions Education events.
• Sends program communications via email, Outlook calendar, and Teams.
• Submits requests to update program websites or other marketing materials as needed.
• Monitors spending to stay within program budgets.
• Processes and tracks purchase orders, check requests and business expense reports via online accounts payable systems.
• Contributes to other special projects as needed to advance these departments/programs and further IHP strategic priorities.
• Assists with program certification and accreditation efforts for these programs.
• Manages multiple projects simultaneously for new and current initiatives within these departments and develops appropriate progress reports.
• Reports issues to SHRS leadership.

Additional responsibilities:

• Collaborates with program directors, faculty, potential and enrolled course participants, and matriculated students.
• Excellent communication and organizational skills will be required, with the ability to prioritize and switch tasks as needed.
• Works closely with teams across the institution including but not limited to the Office of Enrollment and Marketing and Communications.
• Monitors database systems for accurate program records of faculty, alumni, and program accomplishments; course syllabi, enrollment management, admissions, and communication.
• Maintains, track, and update student files with CVs, biosketches, and documentation for graduation audits, while tracking student progress and programs of study.
• Manages relationships with bookstore for textbook lists, lab kit vendor, area hotels, and event venues.
• Attends meetings, collaborates and manages scheduling and relationship with 3rd party vendor 2U/edX for administration of the MHA program
• Maintains calendars and schedule appointments for health sciences and health professions education working groups and administrative leaders.
• Demonstrates initiative in anticipating and resolving problems.
• Completes all activities by their deadlines and performs job duties in an ethical manner.

• Bachelor's degree required
• 2-4 years working in an academic office environment or student services environment
• Prior experience in academic healthcare professions-related program administration preferred
• Experience working with online and web-based educational programs preferred

• Communication Skills - must possess an excellent command of English
• Ability to work independently and prioritize among deliverables including self-monitoring (i.e., time management)
• Strong interpersonal skills
• Exceptional organizational skills and careful attention to details including tracking of multiple projects simultaneously
• Ability to follow directions and work collaboratively as part of a team
• Computer literacy, with working knowledge of Microsoft office suite (Word, PowerPoint, Outlook, Excel, Teams)
• Experience with Zoom and virtual meeting management
• Familiarity with student support software and online learning management systems
• Initiative in anticipating and resolving problems
• Willing to take on additional duties as requested
• Physical Capabilities - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to be mobile; use hands to finger, handle or feel objects, tools or controls; and communicate orally. Specific vision abilities required by this job include close vision and the ability to adjust focus.

• Potentially program coordinator and/or graduate assistants

• Budget and track expenses and monitor spending of all departmental and program budgets.
• Multiple cost centers for two Departments with combined annual budget totaling ~$3M

• Hybrid work conditions are encouraged with blend of remote and on-site work.
• Some schedule flexibility is required given that students reside in different time zones
• Reliable internet access from any off-site working location

• All training is paid and will focus on specific systems at IHP/MGB to fulfill job responsibilities.