CGU-Interim Program Manager, IMS at Theclaremontcolleges

Job Posting Location:

Claremont, CA

Job Posting Title:

Job Description:

Position Title: Interim Program Manager, Institute of Mathematical Science

This is an interim full-time, non-exempt benefits-eligible position with an expected end date of 5/17/25. Applicants must be legally authorized to work in the United States; this position is not eligible for visa sponsorship.

Hourly Range: $28.00 - $30.00

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

This position reports to the Director of the Institute of Mathematical Sciences.  Coordinates and administers all Institute operations and multiple academic programs, serving up to 100 students.  Provides a broad range of logistical and administrative support to students, faculty and visitors.  Oversees all aspects of student experience, from recruitment to commencement.  Works closely with Director to develop and implement policy and operational strategy for the Institute.  Proposes administrative and operational improvements.  Handles all Institute communication.  Works independently and exercises a high level of discretion and independent judgment in managing Institute operations, often in the absence of the Director.

The position requires strong leadership, organizational and communication skills, excellent interpersonal skills, a high degree of professionalism, and considerable initiative

ESSENTIAL FUNCTIONS:

• Demonstrates understanding of and commitment to, the academic goals of Institute of Mathematical Sciences.

• Interacts well with a diverse community of potential students, existing students, faculty and staff.

• Responds promptly and completely to general inquiries from outside callers, faculty, and students.

• Maintains filing system, syllabi, and forms.

• Updates the CGU Bulletin annually in relation to Institute of Mathematical Sciences policies.

• Coordinates regular faculty meetings with the Director, assists in creating agenda. Works closely with student services departments.

• Oversees and maintains student and faculty records, syllabi, and course evaluations. Submits admission and statistical information to professional societies such as American Mathematical Society.

• Participates in department review and alignment. Assumes other duties assigned by the Director.

Finance:

• Oversees department budget in conjunction with the Director, Finance Office, and Provost.  

• Provides financial support by submitting payroll requests for faculty (including adjuncts), their research/teaching assistants, and student awards which includes submitting adjunct contracts to the Office of the Provost.  

• Produces required payroll forms or other payment request forms to pay adjunct faculty for committee work and special projects as requested.

• Assists in processing accounts payable via Workday or other financial forms as needed for office vendors, events, guest speakers, student event reimbursements, etc. 

• Tracks budget spending and forecast budget quarterly.

• Creates fiscal year budget with Director for the department.

• Analyzes various budget reports and provides necessary reports to the Director.

• Attends monthly budget meetings.

• Approves department expenses and verifies funds using Workday reports.

• Updates staff and faculty with new finance policies and procedures.

• Creates and submits journal transfers.

• Works with the Grants office to keep track of faculty grants.

• Assists in estimating financial FTE for the department.

• Enters continuing student fellowships.

• Keeps track of awarded fellowships.

Recruitment:

• Works with the Assistant/Associate Director of Admissions for the Institute of Mathematical Sciences in recruiting activities such as presentations, department and campus tours, conferences and other platforms as needed, works to enhance school brand and reputation, assists in the development and support of diversity recruiting efforts across targeted campuses, and initiates relationships with niche student organizations to ensure we are achieving our outreach objectives.

• Assists in identifying and selecting successful candidates in the recruitment cycle.

• Coordinates application review and admission committee decisions.

• Ensures the accuracy of data for prospects, inquiries, and applicants.

Admissions:

• Contacts admitted students, follows up on deposits, advises, and registers deposited students. Plans and oversees new student orientation.

• Works with Financial Aid regarding student awards. 

• Attends meetings and serves on committees as requested.

Student Progress:

• Manages student degree progress while working in conjunction with the faculty.

• Advises students regarding policies, procedures, and academic program requirements.

• Notifies faculty and/or students of appropriate steps necessary to complete degree programs.

• Facilitates approval of course transfers or waivers and submits appropriate paperwork.

• Works on student retention efforts with the student retention committee.

• Works collaboratively with the Director and faculty to resolve student issues.

Course Schedules:

• Coordinates course schedules for the Institute of Mathematical Sciences by working with the Director.

• Works with 5C counterparts each semester to create course lists and schedule of classes which may be offered by the 5C faculty. 

• Works with faculty to determine suitable timeslots for classes, obtains class locations, submits to Registrar’s Office and distributes course schedules to faculty and students.

• Notifies students of changes in course offerings.

• Contacts adjunct faculty regarding teaching and works with the Director on their contracts.

• Collaboratively works with the Director to review and adjust curriculum for the program.

• Assesses curriculum outcomes for the program.

Student Advising:

• Assists in advising students on their academic plans and progress throughout the academic year.

• Completes degree audits at the beginning of each semester and notifies students if they are below GPA requirements.

• Verifies that student registrations are consistent with approved programs of study. Informs students of the online registration processes and student schedules.

• When needed, enters registration information into the PeopleSoft database.

Graduation:

• Monitors graduation requirements, prepares/completes paperwork.

• Completes degree checklist to ensure all requirements have been successfully completed for Graduation.

Event planning:

• Coordinates and facilitates program events on and off campus including graduation reception, orientation, guest speaker and other Institute of Mathematical Sciences related events.

• Works with advancement, admissions, and alumni relations on events when necessary

PhD Qualifying Exams:

• Manages the administration of PhD Qualifying Exam, which includes exam scheduling, eligibility of students requesting to take exams, schedules rooms and equipment as required, works with the Director and faculty to obtain exams, proctors the exam, and distributes qualifying exams for grading.

Supervision:

• Supervises student employees who will  work on projects and tasks as assigned. These would include, pick-up and delivery of mail, distribution of student papers, submission of book orders, management of files, copying materials and documents, etc.

• If student employees not available, perform required task. 

• As needed, assist with special events by coordinating some aspects.

Cross CGU Departments Collaboration:

• Works with other CGU units to engage current students and alumni.

• Works with various units including the Registrar, Financial Aid, Alumni Office, Career Development, and Advancement.

NON-ESSENTIAL FUNCTIONS:

• Remains in contact with Institute of Mathematical Sciences alumni, faculty, and advisors.

• Networks with other coordinators to solve problems.

• Acts as technical trouble-shooter and OIT liaison.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess strong problem solving 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.

• Basic computer skills including PeopleSoft, Microsoft Word, Excel, Workday, Canvas, and Budget Pak.

• Excellent communication skills, both oral and written.

• Demonstrated organizational skills in a multi-task environment.

• Excellent interpersonal skills including working with a diverse group of people.

• Understanding of academic programs and process.

• Basic accounting, budgeting, record keeping skills.

• Ability to analyze situations and adopt effective course of actions.

• Complete assignments without detailed instructions.

• Project management skills.

QUALIFICATION STANDARDS:

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

EXPERIENCE: Five plus years’ experience in administrative office position.

LICENSES / CERTIFICATES: N/A

OTHER PREFERENCES: Experience in academic environment

UNIFORM REQUIREMENT: N/A

OTHER:

HOURS: The regular hours for this position are 8:30 a.m. – 5:00 p.m. Hours may vary due to needs of the University or department.

CLASSIFICATION AND STATUS: This is a full-time, temporary, non-exempt benefits eligible position.

SUPERVISORY RESPONSIBILITY: N/A

REPORTS TO: Institute of Mathematical Sciences 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 __ 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

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.