Program Manager

West Coast University; Richardson (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

West Coast University seeks a detail-oriented operations and project coordination professional to manage planning, coordination, and documentation for department activities. The role supports compliance, licensing, and accreditation efforts, and partners with senior leadership and vendors to ensure timely and accurate materials.

Responsibilities include preparing quarterly presentations, managing timelines, handling confidential information, and facilitating committee meetings.

Qualifications

• Bachelor's degree required in Business, finance, statistics, or related field.
• Project Management Professional (PMP) certification preferred.
• Two years of higher education experience including project coordination and reporting is preferred.

Responsibilities

• Provide complex department support for the department/program.
• Produce quarterly presentations with charts, graphs and visuals from data sources.
• Manage project timelines from start to finish as directed by Senior Leadership.
• Oversee confidential information and liaise with vendors on contracts.
• Coordinate committee meetings, agendas, and logistics.

Skills

Time management

Written communication

Analytical skills

Interpersonal skills

Budget management

Data synthesis

Public speaking

Collaboration

Education

Bachelor's degree in Business, finance, statistics, or related field

PMP certification

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

Adobe Acrobat

Job description

Job Summary

Reporting to various Senior Leadership members, responsible for managing the detailed planning and coordination of operations and project management functions for the department/program. Develop reports and/or documentation related to and/or necessary for compliance, licensing, and operations for the department/program. Anticipate department/program and project needs and proactively solve issues that arise. Manage special projects and serve as a liaison between the department/program and key stakeholders as well as vendors in initiation and renewal of contracts. Collaborate cross-functionally regarding department/program accreditation and licensure requirements to ensure accurate and appropriate documentation and presentation of materials and data. Develop key initiatives for the department/program to ensure appropriate tracking and implementation.

Essential Functions and Responsibilities

• Provide complex department support for the department/program.
• Works with senior management to produce quarterly presentations, including but not limited to creating and importing charts, graphs, visual aids, and other tools as necessary. Collects and compiles data from multiple sources while communicating deadlines and updates to team members. Reviews and reformats presentation text and graphics to ensure consistency and accuracy. Manages project timelines as directed by Senior Leadership from project commencement through completion.
• Actively oversees and ensures the security of large amounts of sensitive, highly confidential, proprietary and/or legal information concerning board, student, staff and campus affairs that may be contained in minutes, letters and other documents.
• Work in partnership with vendors to assist in the management of administration and facilities as applicable.
• Engage in pro‑active problem solving and manage complex or difficult situations with administrative staff and internal/external stakeholders.
• Schedules, organizes and facilitates committee meetings and events with appropriate offices and agencies, advising/communicating with participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment.
• Organizes committee meetings for the department/program, creates agenda(s), manages logistics, and develops reports and/or information as needed.
• Establishes goals and monitors progress to ensure goals are met, ensures all work is completed in a timely manner and reviews completed work.
• Maintains and supervises the maintenance of department records and files. Makes decisions regarding the classification and organization of files, correspondence, records and other regulatory documents.
• Travels to sites and/or meetings/events where deemed appropriate and requested by the department Leadership to provide support for development/maintenance of relationships, recruitment, and expanding the network of external stakeholders as needed.
• Ensures department/program adheres to University policies and procedures and provide leadership to all staff through guidance and example.
• Conducts job responsibilities in accordance with the standards set out in the University's Code of Ethical Conduct, Corporate Compliance Agreement, its policies and procedures, applicable federal and states laws, and applicable professional standards.
• Maintains confidentiality of all customer, student, associate, and/or university information as required.
• Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.
• Maintains order, cleanliness, and safety at work.
• Performs other duties as assigned.

Experience & Skills

• 2-3 years of relevant experience.
• Advanced time management skills: ability to initiate activities independently and organize, prioritize and use sound, professional judgment to complete work promptly despite deadlines and competing requests; skill in working independently and following through on assignments with accuracy and minimal direction; ability to work with frequent interruptions, distractions, and changing priorities.
• Ability to analyze information and circumstances to define the problem or objective, identify relevant factors, formulate logical conclusions, suggest solutions or methods of implementation, and recognize alternatives expeditiously and with tact and discretion.
• Superior interpersonal skills and ability to speak clearly and distinctly to establish and maintain cooperative working relationships with staff, affiliates, administrators, donors, faculty members, volunteers, and guests from diverse, multicultural backgrounds. Appropriate vocabulary, grammar, and tact are required.
• Excellent written communication skills, with the ability to succinctly identify issues or trends and share in a written manner to appropriate stakeholders.
• Detail oriented.
• Ability to utilize information technology to create exceptional reports and publications. Detailed knowledge of Windows-based applications such as Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Adobe Acrobat, and electronic mail systems. Excellent computer skills that enables the individual to prepare and format correspondence, reports, and presentation materials with speed and accuracy.
• Outstanding analytical skills as well as business acumen to prepare various accreditation reports and monitor the department/program budget within various functional areas.
• Demonstrated ability to gather data from multiple sources synthesize and succinctly yet comprehensively present the information to a variety of audiences in both verbal and written forms.
• Ability to analyze complex data, track and maintain budget within various functional areas of the department and prepare reports.
• Ability to use effective communication skills, both oral and written, including complex proposals and presentations, and effective listening skills.
• Ability to speak before public groups, committees, and meetings.
• Ability to collaborate effectively with others.
• Ability to effectively use interpersonal skills, follow through with duties, provide attention to detail, and demonstrate the ability to motivate others.
• Ability to use creative facilitation and conflict resolution skills to resolve difficult and sensitive issues. Excellent analytical and organizational skills.
• Ability to self‑direct, self‑pace, multi‑task and function well under pressure of deadlines and conflicting priorities.
• Willingness to work a flexible schedule.
• Ability to travel/drive on an as‑needed basis.
• A minimum of two years of experience in higher education that includes relevant experience in project coordination and development of exceptional reports and documentation. Experience with accreditation‑related agencies and processes is preferred.

Minimum and Preferred Qualifications

• Bachelor's degree in Business, finance, statistics, or a related field from a regionally accredited institution or equivalent experience is required.
• Project Management Professional (PMP) certification (Preferred)

West Coast University is proud to be an equal opportunity employer. We embrace diversity and are dedicated to creating an inclusive environment for all associates.