Program Manager, Student Activities

Chapman University Careers•Irvine, CA

12d

About The Position

The Program Manager, Student Activities will serve as the administrative advisor to student activity fee organizations, including Chapman Radio, The Panther, Student Government Association ( SGA ) and the University Program Board ( UPB ), and provide administrative support for the related financial, human resources, and payroll processes. The Manager acts as the first point of contact for student leaders of fee-funded organizations. The Manager will work collaboratively with designated organization leaders (elected, appointed, and/or hired) to ensure fiscal, human resources, and payroll processes and records are maintained. The Manager is funded by the Student Activity Fee and the scope of responsibilities is specific to the fee-funded organizations; the Manager is a member of the Department of Student Engagement within the Division of Student Affairs. The Manager reports to the Associate Vice President for Student Affairs/Associate Dean of Students or designee.

Requirements

Knowledge of student development theory, trends, and issues relevant to higher education.
Prior experience in Student Affairs working with students on leadership development and advising students in higher education.
Ability to plan, coordinate, and execute logistics for special events, including coordination of media services, catering, and facilities.
Experience reviewing and executing contracts with external vendors.
Experience working with program and policy development.
Experience with and commitment to promoting student leadership development.
Experience in the planning and development of individual and group training programs.
Ability to make independent administrative decisions and judgments.
Ability to exercise initiative and work independently.
Commitment to enhancing and promoting diversity in higher education.
Ability to work with a diverse group of individuals at all organizational levels, both inside and outside the University.
Ability to use tact and diplomacy and to maintain a high level of confidentiality.
Ability to carry out duties in a timely manner.
Good time management skills and the ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.
Demonstrated problem solving skills.
Ability to evaluate data, assess alternatives, and make decisions and/or recommendations as required.
Analytical skills to assist in evaluating program effectiveness and recommending changes.
Ability to use standard office equipment including copier and computer.
Skill to prepare basic financial forms and reconcile expenses.
Skill to perform arithmetic calculations such as add, subtract, multiply, divide, and percentages.
Technical ability to learn and use enterprise software.
Strong computer skills in the use of word processing, spreadsheet, presentation, database, internet and electronic mail software, preferably of Microsoft Office Suite applications.
Strong written communication skills with the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
Strong commitment to teamwork and customer service.
Strong interpersonal skills, oral communication and conflict resolution skills.
Strong customer service skills, on the phone, through email and in person.
Proven ability to exercise initiative and independent judgment and ability to assess a situation, ask appropriate questions and respond accordingly and/or make decisions or recommendations as required.
Significant experience with office operations and budget management.
Ability to make travel and lodging arrangements.
Writing skills to prepare and edit clear, concise, grammatically correct correspondence.
Strong proofreading skills.
Working knowledge of University policies and procedures that pertain to the duties of the position.
Bachelor’s degree or equivalent combination of education and experience.

Responsibilities

Student Group Advising Serve as the administrative advisor to student activity fee organizations, including Chapman Radio, The Panther, Student Government Association ( SGA ) and the University Program Board ( UPB ), in conjunction with designated faculty, professional staff, and graduate assistants.
Advise and assist student activity fee organizations in planning, coordinating, and implementing all programs and events in accordance with their mission, goals, and governing documents.
Serve as a liaison to University Financial Services, Purchasing, Legal Affairs, Risk Management, Sodexo, recognized student organizations, and other campus partners on behalf of the fee-funded organizations when/as necessary.
Advise and assist student activity fee organizations in regular assessment and evaluation of programs/experiences.
Ensure fee-funded student organizations understand and adhere to all University policies in decision-making and operation.
Develop deep knowledge of the student activity fee organizations’ operating documents, ensuring they meet their policies and obligations on an individual and group basis.
Act as a liaison between the SGA Allocations Committee and recognized student organizations to ensure that University policies and procedures are followed for events being considered for SGA funding.
Attend fee-funded organization meetings as assigned by supervisor.
Act as a neutral advisor, offering multiple perspectives and allowing students to make final decisions, except in the case of policy or legal violations.
Financial and Contract Administration Coordinate projections, allocations, payments, and tracking of the annual Student Activity Fee revenue.
Process, track, and log all fee-funded organization expenses and revenue (including all check requests, purchase orders, budget transfers, and related paperwork).
Reconcile fee-funded organization budgets on a weekly and monthly basis (may be more frequently as requested by supervisor); prepare reconciled budget summary reports at the end of each semester; prepare reconciled end-of-year budget reports in May and June.
Supervise responsible p-card use and reconcile p-card purchases as assigned.
Assist with submission of purchase requisitions and non-PO payment requests for fee-funded organization expenditures.
Assist with supplier processing in accordance with university fiscal policy.
Submit and/or approve vouchers and purchase orders in PeopleSoft.
Assist with budget transfer and reimbursement processes for the fee-funded organizations.
Track all fee-funded organization student employee work hours and prepare monthly reports for each organization’s leaders (such as: variance between individual student staff member hours worked, salary used, salary remaining, Federal Work Study usage, and meal period violations).
Review financial decisions and transactions and ensure they comply with the individual fee-funded organizations’ specific fiscal policies and procedures.
Manage all contract processes for student activity fee organizations.
Oversee fee-funded organizations’ management and maintenance of equipment, supplies, and storage.
Student Personnel and Payroll Administration Hire, train, and supervise graduate/undergraduate student employees to promote and maintain the mission and goals of the designated student activity fee organizations.
Direct and support graduate assistants and/or undergraduate leaders with hiring, training, and supervising undergraduate students for each group, in accordance with their governing documents.
Oversee the processes to hire, onboard, terminate, and track paperwork/payroll for student employees within each fee-funded organization.
Maintain student employment records for each organization’s student employees, including payroll.
Review and approve timesheets for designated student staff Request access for and log student employee completion of relevant and required trainings (such as: PeopleSoft Finance, FERPA , Title IX, COVID compliance, Sexual Harassment Prevention, etc.).
Oversee student employee onboarding process, including: HR paperwork, timesheets, student worker accounts, keycard access, system access, and other needs related to student roles.
General Administrative Responsibilities Ensure compliance with University, Division, and Department policies and procedures, including risk management, legal, health and safety, financial, food service, and all other applicable event and/or general University policies/procedures.
Attend meetings of and take minutes for the Student Fee Advisory Board.
Assist with responsibilities identified by/pertaining to the Student Fee Advisory Board.
Assist with project management, data collection/analysis/reporting, organization of documents, and other areas of responsibility as needed.
Serve as a member of the department senior staff leadership team & participate in senior staff meetings and department trainings & projects.
Assist with applicable University, Student Affairs, and/or Departmental programs and services as requested by the Vice President/Dean of Students and/or the Associate Vice President/Associate Dean of Students.
Assist with other duties as assigned.