Program Manager - Department of Psychology

Azusa Pacific University; Azusa (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

A leading Christian university located in California is seeking a qualified individual for department management and administrative support. The role involves coordinating departmental functions, managing budgets, and overseeing grant applications. Ideal candidates will have strong interpersonal and organizational skills as well as a Bachelor's degree. Compensation is between $25.94 to $29.83 per hour with a comprehensive benefits package.

Benefits

Competitive benefits package

Qualifications

• Strong understanding of grant processes and requirements.
• Experience in budget management and oversight.
• Ability to maintain confidentiality and manage sensitive information.

Responsibilities

• Oversee department recruitment and advising activities.
• Coordinate course schedules and manage logistics for adjunct faculty.
• Interface with other departments and manage departmental communications.

Skills

Strong interpersonal skills

Strong organizational skills

Excellent attention to detail

Excellent written and verbal communication skills

Ability to coordinate multiple schedules

Ability to manage student workers and prioritize tasks

Knowledge of accounting practices and budget tracking

Grant tracking and management

Proficient in learning software

Proficient in social media platforms and website development

Education

Bachelor's Degree

Tools

Google Apps

Microsoft Office

Word

Excel

Job description

APU seeks employees who desire to contribute to our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is edifying to God and one another.

Primary Duties/Essential Functions

Department and Program Management

• Oversees and plans department recruitment, organization, and advising activities, and directs advising of students needing guidance.
• Coordinate and submit course schedules in a timely manner to the Registrar.
• Coordinate with the Registrar any schedule changes in the Program.
• Interface with other departments in the university.
• Coordinates meetings and provides administrative support to the chair, program directors, and faculty of the department.
• Oversee workload for student workers in the Psychology department.
• Coordinates and facilitates special events for the department.
• Coordinates IDEA requisitions each semester.
• Manages correspondence with students.
• Manages social media, department website, and other communication with the community.
• Oversees program scheduling, calendar, and reservations.
• Assist the chair in budget management for programs (e.g., track spending and fund availability for all budget lines, provide weekly budget updates, and spending projections).
• Assist program directors and chairs of psychology programs in the oversight and administration of programs.
• Manages the faculty contracts by semester and interfaces with Human Resources and Payroll to ensure they are completed in a timely manner.
• Maintain faculty workload assignment documentation.
• Manages the hiring logistics for all new adjuncts. Manage correspondence with both adjuncts and faculty.
• Records minutes in faculty meetings.
• Oversees the service and maintenance of all program resources, assists in purchasing resources as needed.

Grant and Research Development

• Liaise with the Office of Research and Grants on pre and post-award functions to ensure best practices are incorporated consistently throughout the Psychology Department grant portfolio.
• Support prospective/existing PI’s in the proposal/application process for timely submission as needed.
• Stay well-informed of the department grant and research portfolio via monthly portfolio meetings.
• Engage in project management efforts for multiple federal/non-federal grants and contract-funded projects in conjunction with the PI/Project Director.
• Train grant-connected personnel within the department on electronic management systems required for grant management (PeopleSoft multi-year grant reports, Pre-Award routing systems, Sponsor-related systems, Financial and Purchasing systems, etc.).
• Manage and maintain electronic and paper files of grant documents and resources.
• Execute financial functions as needed (financial reconciliation, cost transfers, purchase orders, monthly budget monitoring, expense forecasting, etc.).
• Where possible, apply grant administration requirements in accordance with the federal Office of Management and Budget (OMB), Code of Federal Regulations (CFR Part 200).
• As needed, may be required to assist in university audit requests.

General Duties and Expectations

• Oversees the essential day-to-day office functions: monitoring paperwork, answering emails and the telephone, distributing office mail, maintaining office files, ordering office supplies, processing mailings, and duplication.
• Uphold strict confidentiality in dealing with sensitive information, including personnel matters, legal documents, financial data, etc.
• Develop standard operating procedures as needed.
• Regular, punctual attendance as required by the supervisor based on department needs.
• Performs other duties as assigned by the supervisor.

Skills

• Strong interpersonal skills.
• Strong organizational skills.
• Excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to coordinate multiple schedules.
• Ability to manage student workers and prioritize tasks.
• Knowledge of accounting practices and budget tracking.
• Grant tracking and management.
• Proficient in learning software, university internal databases, and electronic/software programs.
• Proficient in social media platforms and website development/maintenance.

Mental Demands

• Ability to exercise independent judgment and discretion.
• Ability to manage several tasks simultaneously.
• Ability to work under pressure and meet deadlines.
• Ability to maintain a courteous, helpful attitude when dealing with faculty, staff, students, and the public.
• In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.

Physical Demands

• Requires repetitive motion and sitting at computer keyboard.
• Hearing and speaking on the telephone.
• Meetings may require walking and/or driving to various University locations.
• Ability to pull, push, bend, grasp, reach, and lift up to 20 lbs.
• Must be able to climb stairs multiple times in a workday.

Visual Demands

• Computer monitor and reading.

Environment

• Pleasant office, comfortable temperatures.

Technologies

• Proficient in Google Apps., Microsoft Office, Word, and Excel.

Compensation

• Grade 10: $25.94 to $29.83 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package.

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about what we believe, our mission statement, and our statement of faith. You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/.

Azusa Pacific University will conduct a background check on all final candidates.

Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.