Program Manager

Chatham University welcomes your interest in employment opportunities and encourages you to review open positions. Please note that Chatham does not accept unsolicited applications.

Program Manager

The Program Manager provides highly responsible administrative and operational support within the Falk School of Sustainability & Environment (FSSE). This role involves financial management, document management, oversight of internal communications, and implementation of administrative policies and related support to the dean. The Manager will collaborate closely with the dean, FSSE associate deans, campus directors/chairs, and other campus and community leaders.

The Program Manager supports the dean’s initiatives and works with partners (internal and external) to support university-wide priorities. Success in this position requires a commitment to collaborative, team-oriented approaches that enhance and streamline processes, align with university campus processes, and lead to the success of revenue-generating events and effective implementation of high-priority projects.

The Program Manager provides critical administrative and personnel support, develops and implements policies and procedures related to university strategic priorities, performs budgetary functions, and participates in relevant university wide committees as a representative of Eden Hall campus.

Duties & Responsibilities:

Dean’s Office Administration

• Assists the dean in developing procedures and policies to support effective daily operations for the school, including creating systems to (1) develop and disseminate written procedures for school and campus processes, including for budgeting, student employment, decision-making by the dean and related ,issues; (2) track progress on school priorities; (3) coordinate and communicate university milestones and deadlines to faculty and staff.

• Leads team of student staff within the dean’s office, including supervising hourly student workers and graduate assistants assigned to the dean’s office to support school administration, student/group tours, and special projects. Oversees structure, content, and training for Graduate Assistants to provide Eden Hall campus tours.

• Provides administrative assistance to the dean, including managing the dean’s calendar, setting appointments and coordinating travel and accommodation where needed. Assists with the management of the dean’s correspondence (including email) and with preparing the dean for meetings and events. Drafts talking points, emails, meeting agendas, letters, and other correspondence for the dean at their request.

• Coordinates and supports campus visits and tours for priority stakeholders, including government officials, funders, and other partners.

• Provides administrative support in hiring by coordinating application materials for committees, facilitating communication with candidates, booking travel & accommodations, scheduling interviews, and developing evaluation surveys.

• Drafts onboarding checklists for new hires to gain familiarity with campus, make introductions to staff/faculty and connect with key information/processes.

• Supports Dean in planning/logistics related to monthly all-faculty, all-staff meetings and annual all-faculty, all-staff retreats (May & August).

• Works with the dean to formally and informally support campus faculty and staff culture and morale, including during periods of significant transition and change.

• Fields frequent ad hoc requests for information and troubleshoot and deescalate issues whenever & wherever they arise.

FSSE Finances

• Serves as focal point for financial processes and procedures of the school and campus, including facilitating the annual budget planning process in coordination with the dean.

• Processes payments, contracts, Purchase Orders (POs) and procurement. Tracks spending and budget reports for key elements of the campus budget, including those related to the Facilities department and dean’s office.

• Collaborates with other university departments including the Business Office and Advancement to ensure an organized and timely execution of business, funding, and financial processes for the school and campus.

• Remains current on all university procedures related to budget and financing

• Serves as focal point for related training and compliance by faculty and staff.

FSSE Communication & Program Administration

• Maintains an academic calendar for the school and works with associate deans to construct semester teaching calendars and rotations and track faculty load.

• Tracks and processes academic contracts, including those for faculty overload, adjunct faculty, and thesis readers.

• Provides basic administrative support to faculty and instructors.

• Assists with executing academic events, including those for recruiting, orientation, graduation, and other meetings, workshops and conferences.

• Manages and maintains campus-wide internal communications, including the central Falk School (FSSE) email, faculty/staff/student email lists, the main campus phone line, electronic signboards, and other communication resources.

• Manages the Eden Hall campus planning calendar and the systems for publicizing and tracking engagement with campus internal events, including Happenings, Eventbrite, and other systems, to foster greater information-sharing and awareness of campus events, activities, and decisions.

• Manages approvals of campus space reservations (ASTRA) for faculty, staff, and students.

• Oversees the campus-wide document management system, including an extensive system of Microsoft Teams pages, Eden Hall my.chatham pages, and physical document storage/management where needed.

Required Qualifications:

• Bachelor’s degree and at least five (5) years of relevant work experience (e.g., higher education administration, financial management, communications or event logistics).
• Experience supervising professional staff, students, or other entry-level employees.
• Experience creating and maintaining systems to organize financial operations.
• Demonstrated ability to apply problem solving skills, make decisions and take initiative to resolve issues.
• Commitment and capacity to maintain strict confidentiality to handle sensitive matters using discretion, diplomacy, and good judgment.
• Advanced skills in oral and written communication; proficient with Microsoft Office suite and WorkDay.
• Experience effectively supporting executives, directors, and/or other 'principal level' leaders, through managing calendars, correspondence, meetings, presentations, project management, and leading events.
• Ability to work independently and as part of a team.
• Ability to coordinate a variety of activities, processes and events in a fast-pasted environment. Must be able to prioritize and multitask.
• A high degree of emotional intelligence, excellent listening skills, cultivated patience for collaborative processes, respect for diversity of background, identity, and perspective, and a positive, solution-oriented attitude around inevitable conflict and disagreement.

Preferred Qualifications

• Passion for social and ecological justice and student well-being; Experience working in a diverse and collaborative university environment.
• Experience in a higher education setting working on budget, administrative, and project management.

Salary Range: 

Up to $55,800. 40-hour work week.

Exact compensation based on candidate skills and experience. 

How to Apply: 

Applications accepted only via www.chatham.edu/careers and follow the instructions to complete the application process. To ensure full consideration, please include: 

• Cover Letter outlining your qualifications for the position 
• Curriculum Vitae or Resume 
• Contact information for three professional references 

All application materials should be uploaded at the same time at the time of application. The system will not allow applicants to make edits to their applications after submission.

Chatham University strives to promote a campus environment that understands and embraces multiculturalism while increasing individuals' intercultural competence. We actively work to build and sustain a diverse and culturally vibrant campus, which promotes employee and student success and retention.

Chatham University is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Chatham University does not discriminate on the basis of race, creed, color, religion, gender, gender identity, gender expression, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, age, national origin, age, disability, genetic information, veteran status, marital or family status, political affiliation, or any other characteristic protected by applicable law.