Program Manager (AI SCI)

University of California, Irvine•Irvine, CA

9d•Hybrid

About The Position

The UC Irvine School of Physical Sciences is seeking a Program Manager for the self-supporting professional master’s degree program, Master of Applied Artificial Intelligence for Science (MAAISci). This position is primarily administrative, focusing on the overall program management, liaison with central offices, assessment, and finances (budgets, financial aid, reporting). A secondary role involves serving as the program's representative to students (admissions, recruitment, marketing, events, career development) and external partners (mentors, industry, alumni). The Program Manager will utilize seasoned administrative operations skills to assist in setting program strategy and will be responsible for developing, implementing, and managing the day-to-day administrative activities of the program. This is a hybrid work position requiring some on-site presence.

Requirements

Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Interpersonal skills including verbal and written communication, active listening, critical thinking, and persuasiveness.
Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll.
Ability to use discretion and maintain confidentiality.
Strong skills in short-term planning, analysis, problem-solving, and customer service.
Bachelor's degree in related area and / or equivalent experience / training
A minimum of 3 years of experience
Professional Program management experience in an academic program.
Must be able to provide proof of work authorization

Nice To Haves

Knowledge of common University-specific computer application programs.
Knowledge of advising and counseling techniques, with a strong ability to provide effective guidance to students.
Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
Knowledge of academic programs, including curricula, admissions requirements, and financial aid programs at UC.
Knowledge and experience working with a diverse student population including graduate and undergraduate students.

Responsibilities

Manages, plans and administers a range of administrative operations for a professional master’s program in an academic school.
Serves as the staff lead for the development and implementation of all administrative components of the program.
Administrative operations include student recruitment and services, admissions, program development and administration, stakeholder engagement, and reporting requirements.
Leads the design and implementation of an annual recruiting plan for MAAISci.
Sets and tracks annual goals, total applications received and students enrolled.
Maintains a detailed annual master calendar that guides day-to-day activities for all key personnel involved in the program.
Develops and prepares budgets and financial reports for program, including financial aid.
Evaluates and adjusts program fee levels as necessary, prepares fee change requests to the UC Office of the President.
Leads the financial aid and fellowship efforts for MAAISci.
Provides administrative support for the Associate Dean of Graduate Studies, including recruitment, program development, student records and exceptional approvals, reimbursements, staff meetings, data collection and the awarding of schoolwide fellowships.
Liaisons with department Graduate Coordinators as necessary.
Assists with various orientation, commencement and student events.
Collaborates with Faculty Director and committee on teaching plans.
Monitors and manages course enrollments and schedules, and teaching and teaching assistant assignments.
Provides input on policy changes and curriculum to Faculty Director.
Reserves classrooms and manages the Schedule of Classes.
In cooperation with the Faculty Director and Physical Sciences External Relations, leads capstone project recruitment management, and assessment processes.
Coordinates and delivers information sessions for prospective capstone partners (corporate, governmental, and nonprofit).
Coordinates student mentorship programs, if applicable, including recruiting mentors, advising students and mentors on best practices, and monitoring progress and outcomes.
Develops and maintains an alumni program for MAAISci graduates to build a community of colleagues, mentors, and supporters.
Organizes and attends annual advisory board meetings to review program progress, review industry trends, set key objectives, and build further connections for the program.
Serves on committees representing the program and unit.
Attends professional conferences and trade shows to represent the program.
Assists in the design and drafting of organizational website content.
Drafts newsletters and marketing correspondence to organizational and external constituents, often working in collaboration with Physical Sciences Communications Office.
Provides academic advising, issue resolution, and policy interpretation for MAAISci students and prospective applicants.
Refers students to appropriate administrative offices or faculty director as needed.
Advises faculty and students on school and university policies and procedures.
Reviews students’ progress and makes recommendations for program completion.