Program Manager

American University•Washington, DC

3d•$58,000 - $62,000•Hybrid

About The Position

The Program Manager is responsible for the administrative and operational functions required to carry out the academic programming, events management, financial management, and administrative and staff support for the Lincoln Scholars Program and CIVICS Summer Institute Program. Lincoln Scholars is a core texts program for first and second-year students at American University. The program is closely associated with the Political Theory Institute and offers a suite of classes as well as sponsoring guest lecturers, retreats, and other events. The CIVICS Summer Institute Program is a week-long professional development seminar for middle- and high-school teachers and students to explore the key principles and debates of the American republic from its founding until today through the careful study of primary source documents. Specifically for the CIVICS Summer Institute Program, a significant portion of the program is in the Summer and requires preparation in the Spring semester The manager oversees significant travel coordination for faculty, speakers, and students—including itineraries, reimbursements, lodging, and transportation—while ensuring compliance with university policy. This role requires a high degree of independence, sound judgment, and the ability to operate with minimal supervision, often making decisions that shape program execution, resource allocation, and long-term planning. This position reports directly to the Director of the Lincoln Scholars Program and the Principal Investigators of the CIVICS grant. From time to time there will be graduate student and RA employees who may report directly to this position. The position is fully externally funded and continuation of the position past the initial funding period is dependent on available funding streams.

Requirements

Bachelor's degree or equivalent.
2 - 4 years of relevant experience.
Familiarity with financial and personnel software and databases, including Workday Financial and Human Capital Management (HCM).
Experience in all MS Office applications.
Intermediate to advanced knowledge of Microsoft Excel preferred (Pivot Tables, V-Lookups, SumIfs, Conditional Formatting, etc.).
Grant and budget management knowledge.
Excellent interpersonal communication, written and verbal communication skills with emphasis on professional email etiquette required.
Event organization experience required.
Experience supervising others.
Excellent oral and written communication skills are essential, including the ability to communicate effectively with high-profile and senior individuals.
Demonstrable writing or editing skills are required.
Successful candidate must be a self-starter.
Ability to work in a variable-paced office environment is required.
Proficiency in Microsoft Office applications, including but not limited to emails.
Excellent organizational and interpersonal skills are required.

Nice To Haves

Master's degree or equivalent.
3 - 5 years of relevant experience.
Knowledge of academic institutions and familiarity with the various divisions and offices within (and the respective functions of) large organizations.
Prior experience in a university setting preferred.

Responsibilities

Program Management Oversee and manage all operational and strategic components of both programs- the Lincoln Scholars Program and CIVICS Summer Institute Programs. This includes maintaining records of all students enrolled in the program and progress toward completion; assist with recruitment and program admissions; organize program classes and faculty, including 1 credit classes; act as a liaison with other parts of the university, including First Year Advisors, other academic advisors, AU Core, and other departments including Literature; maintain records of student achievements. Conduct exit interviews and surveys at the conclusion of the institute with participating members. Provide enhanced program forecasting and planning to support growth and long-term sustainability.
Budget and Grant Management Provide comprehensive financial oversight for the Lincoln Scholars Program and CIVICS Summer Institute Programs respective budgets, including responsibility for planning, forecasting, tracking, and reporting on all program accounts. Independently manage financial transactions in Workday and oversee spending from grants, gifts, and other funding sources. Manage a large grant portfolio including external grants with complex compliance and reporting requirements. The Program Manager exercises substantial independent judgment in approving, tracking, and reconciling a high volume of travel and event expenses. Draft and present annual reports for SPA and external funders, incorporating more complex data and financial metrics reflective of expanded program scale. Works closely with SPA Budget and Grant team to manage and oversee large federal grants, ensuring strong fiscal stewardship and alignment with long-term funding strategies.
Event Planning and Management Oversee planning and logistics, and execution of all Lincoln Scholars and CIVICS Summer Institute events, including annual lectures, retreats, conferences, and faculty workshops. Oversees the logistics of housing and meals for summer institute participants on campus. Manage all aspects of speaker and vendor contracts, accommodation, honoraria, and travel arrangements. Works closely with SPA Events and other university units to ensure events meet elevated programmatic expectations and support broader strategic goals.
Marketing and Communications Works closely with SPA marketing and admissions to oversee all public-facing materials, website maintenance, and program branding to attract and recruit for both programs. Write annual reports, promotional materials, and strategic communications for external and internal audiences. Work on special marketing projects to support program growth and visibility.
Personnel Management Manage and supervise 3–5 student staff as well as any assigned resident assistants during the summer institutes. Provide training, ongoing supervision, and performance oversight to ensure smooth progress through the system and effective delivery of curricular and co-curricular programming.
Other Duties as Assigned