Program Manager

Claremont Graduate University

Program Manager

  • Institution: Claremont Graduate University
  • Location: ,
  • Website:

Program Manager

  • Claremont Graduate University | ,
  • Hourglass IconJob Post Expiration: October 01, 2023
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Job TitleProgram Manager

Position TypeFull Time

Job Category Executive

Salary Range $ $64,480- $65,769

Location ,

Application Deadline October 01, 2023

Contact Information

Contact Name Human Resources

Department -


Phone -

Job Description

To apply for this job please visit

Program Manager


Harper Hall – LC20601

Job Posting Location:

Claremont, CA

Job Posting Title:
Program Manager

Job Description:


SALARY RANGE: $64,480- $65,769 ANNUALLY

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation

Responsible for serving as support staff for the School of Educational Studies (SES), this position
independently and proactively coordinates the academic activities of the school’s MA and PhD programs.
Performs a broad range of highly skilled administrative and clerical tasks to assist students, faculty, staff,
and other stakeholders. Involves creating, managing, and utilizing systems and procedures so the
business of SES functions effectively and efficiently. Duties and responsibilities are varied and
confidential in nature. Knowledge of the organization, policies, and procedures of the University is
required, and often of a technical specialty.


 Advises and counsels SES MA and PhD students on program requirements and deadlines, and monitors student progress from enrollment through graduation.
o Answers student questions regarding academic programs and refers students to faculty or Student Services offices for additional advice or counsel.
o Monitors student progress toward degree completion, following up as appropriate to inform students of requirements, holds, deadlines, etc.
o Verifies that student registrations are consistent with approved programs of study.
o Assists with scheduling and coordination of facility and audiovisual arrangements for student qualifying exams, proposal meetings, and dissertation defenses.
o Monitors the completion of graduation requirements and filings.
o Archives important correspondence between SES/CGU and students; maintains archiving system for student records, forms, and correspondence.
o Attends Student Academic Services group meetings, Program Coordinator meetings, and other CGU meetings as appropriate; notifies the SES Dean, faculty, and staff of relevant information and changes to academic policies and procedures.
 Assists with operational aspects of student recruitment, enrollment, registration, retention, and graduation activities.
o Able to aid the recruiting process and team by meeting with potential applicants and providing them with information on SES MA and PhD programs. Involves having considerable knowledge about each program, presenting this information in a clear and precise manner, being open to answering questions, and being able to explain the admissions and matriculation processes.
o Creates and oversees office processes to make sure materials and documents (both physical and electronic) are accurate and effectively archived for easy referral and use.
o Maintains and updates program advising maps and other documents related to program completion and student milestones.
o In coordination with the Academic Assistant, enters and updates student data into the university’s management system, including information on advisor assignments, milestone completions, advising holds, etc., and runs related queries as needed.

Provides appropriate consultation, oversight, and corrections to ensure the integrity of data and systems is kept intact.
o Processes student forms and paperwork in a timely manner, ensuring completion of all required information and signatures, as well as checking for accuracy.
o Notifies students of changes in course offerings and program requirements.
o Attempts to contact inactive students and other students who have enrollment holds or other issues to ascertain progress and potential barriers to progress.
o Serves as first point of contact for former students seeking reinstatement or readmission.
Facilitates the review of applications for reinstatement, maintains communication with applicants, and coordinates with the Admissions office on applications for readmission.
 Coordinates the scheduling of courses for SES MA and PhD programs.
o Working with the Registrar’s office, coordinates the regular call for courses and works with the SES Dean, Administrative Director, and faculty to coordinate course offerings and schedules. Also assists with advanced course planning and enrollment management.
o Enters course schedules and makes course catalog changes when needed.
o Communicates course offerings to students in advance of registration and regularly informs students of registration procedures and deadlines.
 Assists with faculty academic support.
o In coordination with the Academic Assistant, helps to ensure that faculty teaching needs are met, such as arranging for supplies, technology, etc.
o Oversees the collection of updated faculty CVs annually, as well as class syllabi each term.
Maintains electronic files for archiving and distribution as needed.
o Coordinates with faculty and with Student Services staff to update student enrollment records as appropriate.
o Assists with the collection of course evaluation data at the end of each term, in conjunction with the Academic Assistant and the SES Data and Evaluation Coordinator.
 Provides support for the general activities of the SES Dean’s office and for School events.
o Acts as a managerial/administrative link between the SES MA and PhD programs and other parties within and outside of CGU. Maintains open and close communication, and also serves as liaison, with faculty, staff, students, and outside agencies and other individuals as needed.
Oversees the exchange of information between SES and other parties as appropriate, including working closely with the Program Coordinator for the SES Teacher Education Program (located in Stauffer Hall) and the Student Support Specialist assigned to SES.
o Also responsible for helping disseminate information from other CGU departments and entities to SES staff and students.
o Independently responds to inquiries. Requires knowledge of policies and guidelines.

Must exercise considerable judgment and discretion in what is communicated. Writing is of high quality and maintains a professional tone at all times. Is aware of and abides by privacy policies and applicable laws.
o Working closely with staff from within SES and other university-wide offices, takes the lead on coordination of new student orientations and retention events, and provides support, as needed, for lectures, student awards ceremonies, and the annual Commencement reception.
o Attends SES staff meetings and serves on CGU committees as appropriate.
o Performs a wide variety of administrative and clerical tasks. These tasks include, but are not limited to, offering back-up to reception desk for answering phone calls and greeting visitors to the SES offices.
o Performs other duties and tasks specific to the position as assigned by the SES Administrative Director or SES Dean.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES: Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Technologically savvy with solid computer skills, including strong competence with Microsoft Office, PeopleSoft, and Canvas.
2. Excellent communication skills, both oral and written.
3. Demonstrated organizational skills; ability to prioritize work and tasks in a fast-paced environment with multiple deadlines.
4. Ability to assist with the work of other staff members performing clerical, secretarial or technical assignments; may include some assistance with directing the work of others (e.g., student workers).
5. Excellent interpersonal skills, including the ability to interact well with others in a culturally diverse work environment.
6. Adept at working autonomously and as a member of a team.
7. Professional at all times; involves, but is not limited to, attitude, dress, punctuality, work ethic, time usage.
8. Understanding of academic programs and processes; ability to adhere to and explain academic policies.

1. EDUCATION: Bachelor’s degree, or any combination of education, training, or experience that provides the required knowledge, skills, and ability.

2. EXPERIENCE: Two to three years of experience in positions of increasing responsibility or related experience in an academic program or institution.



5. UNIFORM REQUIREMENT: No uniform, but daily professional attire is a must. Appearance must be suitable for interacting unexpectedly with potential applicants and other School guests/visitors.

1. HOURS: The regular hours for this position are 8:30 AM to 5:00 PM, Monday through Friday. Hours may vary due to needs of the school or department. For special events, evening and weekend hours may also be required, with work schedules to be adjusted as event times dictate.

2. CLASSIFICATION AND STATUS: This is a (full-time), 12-month (exempt level) position. Benefits eligible.

3. SUPERVISORY RESPONSIBILITY: May supervise studenter worker(s)

4. REPORTS TO: SES Administrative Director


Physical Activities
Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
☐ Never ☒ Occasionally ☐ Constantly
Moving self in different positions to accomplish tasks in various environments including tight and
confined spaces.
☐ Never ☒ Occasionally ☐ Constantly
Remaining in a stationary position, often standing or sitting for prolonged periods.
☐ Never ☐ Occasionally ☒ Constantly
Moving about to accomplish tasks or moving from one worksite to another.
☐ Never ☐ Occasionally ☒ Constantly
Adjusting or moving objects up to 20 pounds in all directions.
☐ Never ☒ Occasionally ☐ Constantly
Communicating with others to exchange information.
☐ Never ☐ Occasionally ☒ Constantly
Repeating motions that may include the wrists, hands and/or fingers.
☐ Never ☐ Occasionally ☒ Constantly
Operating machinery and/or power tools.
☒ Never ☐ Occasionally ☐ Constantly
Operating motor vehicles or heavy equipment.
☒ Never ☐ Occasionally ☐ Constantly
Assessing the accuracy, neatness and thoroughness of the work assigned.
☐ Never ☐ Occasionally ☒ Constantly

Environmental Conditions
Low temperatures.
☐ Never ☒ Occasionally ☐ Constantly
High temperatures.
☐ Never ☒ Occasionally ☐ Constantly
Outdoor elements such as precipitation and wind.
☐ Never ☒ Occasionally ☐ Constantly

Noisy environments.
☐ Never ☒ Occasionally ☐ Constantly
Hazardous conditions.
☒ Never ☐ Occasionally ☐ Constantly
Poor ventilation.
☒ Never ☐ Occasionally ☐ Constantly
Small and/or enclosed spaces.
☐ Never ☒ Occasionally ☐ Constantly
No adverse environmental conditions expected.
☒ Never ☐ Occasionally ☐ Constantly

Physical Demands
Sedentary work that primarily involves sitting/standing.
☐ Never ☐ Occasionally ☒ Constantly
Light work that includes moving objects up to 20 pounds.
☐ Never ☒ Occasionally ☐ Constantly
Medium work that includes moving objects up to 50 pounds.
☒ Never ☐ Occasionally ☐ Constantly
Heavy work that includes moving objects up to 100 pounds or more.
☒ Never ☐ Occasionally ☐ Constantly

At Claremont Graduate University, the health and safety of our community is a top priority. Claremont Graduate University has adopted a policy of requiring all employees to show proof of being fully-vaccinated, based on applicable federal and state law. If offered the role, within two weeks of the hire date, the candidate will need to provide proof of vaccination, qualify for an appropriate exemption, or otherwise be in compliance with the current applicable federal, state and local laws to be exempt from being fully-vaccinated.

EEO Statement:

Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.

It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Successful completion of criminal background and DMV checks required for final candidate.

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