Administrative Program Manager

Jackson State University•JSU Main Campus, MS

About The Position

The Administrative Program Manager supports the director by coordinating administrative, fiscal, data management, and programmatic operations of the McNair HBCU Program. The role ensures daily activities are organized, accurate, and aligned with program goals, including administrative processes, financial procedures, recordkeeping, data collection, reporting, and program implementation. The employee supports approved project activities across participating HBCUs, maintains participant records, compiles performance-report information, assists with purchasing and travel processes, monitors budget activity, and coordinates timely communication with scholars, faculty mentors, campus units, and external partners. The position operates under the Director's supervision and follows applicable university policies, procedures, and approval processes. The role coordinates approved research, internship, seminar, graduate-preparation, and enrichment activities; supports outreach, recruitment, scholar communications, and student-support logistics; and maintains accurate participant and outcome records. It also assists with federal and internal reporting, evaluation, budget tracking, purchasing, travel, reimbursements, and related administrative processes. Financial and other actions reserved for the Director and authorized institutional officials are not independently authorized by this role.

Requirements

Bachelor's degree in education, business administration, accounting, higher education administration, public administration, or a closely related field.
At least five years of progressively responsible experience in higher education program operations, student support, grant administration, financial coordination, data management, or a related field.
Demonstrated experience handling confidential records and tracking budgets, expenditures, or program deliverables.

Nice To Haves

Experience with Federal TRIO programs, undergraduate research, or graduate-school preparation preferred.

Responsibilities

Coordinate schedules, logistics, and documentation for approved McNair research, internships, seminars, graduate preparation, and enrichment activities.
Coordinate workshops, mentoring, visits, conferences, presentations, events, and authorized student travel arrangements.
Maintain calendars, records, and follow-up logs; alert the Director to deadlines, gaps, and operational risks.
Support outreach and recruitment across participating HBCUs; coordinate application intake, completeness checks, and selection logistics under approved eligibility and selection procedures.
Maintain timely scholar communication; coordinate research placements, academic progress follow-up, graduate application preparation, and referrals to appropriate program resources.
Maintain professional, inclusive interactions with scholars while protecting confidential participant information.
Collect, organize, verify, and securely maintain participant eligibility, service participation, research engagement, academic progress, and graduate education outcome records.
Review files routinely, reconcile missing or inconsistent information, and prepare documentation for Director review and institutional monitoring.
Support annual performance reporting, internal reports, and program evaluation using approved definitions, reporting periods, and institutional data controls.
Maintain budget spreadsheets and supporting documentation; monitor commitments and expenditures against approved categories and notify the Director of potential variances or emerging financial concerns.
Prepare and route purchase requisitions, invoices, payment requests, travel authorizations, reimbursements, stipends, and expense reconciliations in accordance with university procedures.
Maintain organized procurement, travel, inventory, and fiscal records; coordinate with grants, procurement, finance, and sponsored-program offices to resolve documentation issues promptly.
Support, but do not independently authorize, expenditures, budget changes, financial certifications, or other actions reserved for the Director and authorized institutional officials.
Coordinate communications and logistics with participating HBCUs, faculty mentors, departments, graduate institutions, and program partners.
Assist with program materials, website content, newsletters, and approved outreach.
Participate in TRIO/McNair training and professional development; perform related duties consistent with project and university policies.