Department Manager, Program Administrator

Updated: June 19

La Verne

1950 3rd St

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81.4

18mi

Job Abstract

Under the general supervision of the History and Political Science Department Chair, this position is responsible for managing the daily academic, communications, human resources, financial, office, event management and social media activities while providing excellent customer service to a wide variety of students, alumni, staff, faculty, administrators and guests. This position also provides administrative and event management support to the International Studies Institute and Model United Nat... more details

Department Manager, Program Administrator

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Position Information

Functional Title	Department Manager, Program Administrator
Position Type	Faculty
Appointment Type	Regular
FTE %	100%
Work Schedule (if atypical)	This position is onsite.
University Overview	Embark on an exciting journey with the University of La Verne, where your career aspirations come to life in a vibrant and welcoming environment. Established in 1891, our diverse and inclusive community is more than just a university—it’s a home for passionate individuals like you. At the University of La Verne, we embody four core values that set us apart—Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning, and Civic and Community Engagement. If you’re fueled by these principles and are eager to make a meaningful impact, your journey begins here. With a rich history spanning 132 years, the University of La Verne boasts a global Leo Family of 89,000+ accomplished alumni. As the #1 private university in California for social mobility according to U.S. News and World Report 2024, and recently recognized as the 33rd Best U.S. College by the Wall Street Journal 2024, we take pride in our commitment to excellence in education. Join us in shaping the future, where your passion meets purpose. Come be part of something extraordinary and apply today!
Diversity Statement	The University supports a diverse and inclusive environment where students recognize and benefit from the life experiences and viewpoints of other students, faculty, and staff. Diversity is an active and intentional practice that supports difference and multiplicity to expand knowledge, educate capable citizens, develop the whole person, and serve our local and global communities. Promoting and sustaining diversity is a commitment to educational quality and the creation of positive, respectful learning communities.
Job Description Summary	Under the general supervision of the History and Political Science Department Chair, this position is responsible for managing the daily academic, communications, human resources, financial, office, event management and social media activities while providing excellent customer service to a wide variety of students, alumni, staff, faculty, administrators and guests. This position also provides administrative and event management support to the International Studies Institute and Model United Nations programs. Under the general supervision of the Dean for the College of Arts and Sciences, this position also supervises the Faculty Load and Compensation (FLAC) project for the college.
Minimum Qualifications	Two years of Higher Education: Knowledge of university procedures, policies, and infrastructure. A minimum of two years working with students, faculty, and community members. Two years Office administration, bookkeeping and accounts payable. At least two years of event planning and management. Two years of experience working with organizations that promote diversity in student identities. Including but not limited to… race/ethnicity, gender identity and disability. The ideal candidate must also have excellent client-facing, written, and oral communication skills including the ability to interact effectively and maintain relationships with a diverse population of students, staff, faculty, and third-party vendors. Must have strong organizational and problem-solving skills. Ability to work independently. Ability to manage multiple task and/or projects in a fast-paced environment. Strong working knowledge of Microsoft Outlook, Word, Excel and and PowerPoint. Must have a High School Diploma/GED.
Preferred Qualifications	Banner Finance and FLAC, PeopleAdmin, KRONOS, Adobe Creative Cloud, Canva and Zoom. Demonstrated ability to use social media: Facebook, Instagram and Twitter. Knowledge of University procedures, policies and infrastructure.
Benefits Summary	Salary will be commensurate with experience and internal equity. Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University’s 403B retirement plan, and a generous time off plan. Employment is contingent upon successful completion and clearance of a background check and employment verification.
Location	La Verne Main Campus
Number of Vacancies

Duties

Specific Duties

DEPARTMENT & ACADEMIC MANAGEMENT

Organize and manage the daily operations of the History & Political Science
Office (FH-114), Student Lounge (FH-112) and Adjunct Office (FH-112A)
Greet and assist students and guests of the department; answer phones and respond to emails in a timely manner.
Coordinate office mail, prepare outgoing packages and work with the Mail Room on all bulk mailings.
Order office, printing, and event supplies as needed.
Submit and follow-up on all work order requests via email to help@laverne.edu
Keep faculty informed of facility/classroom issues and provide timely updates.
Coordinate deliveries of new furniture and/or proper disposal of old furniture and equipment with the Facilities Department.
Ensure office lobby, student lounge, and adjunct office is clean and organized.
Oversee course offerings each semester to ensure accuracy.
Email the Registrar and the CAS Dean’s Office, CC the Department Chair to request courses to be added, changed or corrected.
Advise students on major requirements and academic planning.
Run student related reports in BANNER 9 and COGNOS, upon request.
Maintain accurate and organized records including but not limited to course rotation, course syllabi, and course outlines.
Work with faculty to update Office Hours document every semester; post on
bulletin boards and email to students.
Email Faculty Office Hours document and zipped file of all syllabi to the CAS Dean’s Office at the beginning of every semester.
Enter FT faculty load expectations, course releases and non-instructional assignments in SIAASGN by the deadline set by FLAC team. (Every Fall)
Monitor course enrollment and work with Department Chair to determine if/when under-enrolled courses will be cancelled or converted to directed study.
Using the Decision Matrix, enter FLAC assignments in SIAASGN, as per internal, system, and policy requirements for full-time and part-time faculty.
Follow-up with department faculty to ensure all contracts are acknowledged.
Calculate and process approved overload contracts using FLAC system.
Non-Converted Directed/Independent Studies: Obtain signed directed/independent study form from faculty member, complete the Course Change/Payment/Cancellation form accordingly; monitor signature process and submit to HR with the directed/independent study form as back-up; Once HR approves, code the contract in SIAASGN accordingly.
Assist faculty with questions and concerns related to FLAC.
Work with Department Manager and the CAS Dean to resolve any non-compliancy issues.
Keep accurate records of all FLAC related approved forms.
Attend required meetings and trainings regarding changes to forms, policies,
and procedures.
Serve as the Liaison between CAS Dean’s Office, Human Resources and the FLAC Liaisons in CAS departments.
Serve as the point-person for all CAS FLAC Liasons for questions and support.
Run Cognos reports and meet with the CAS Dean once a month to discuss progress, questions, and concerns.
Oversee FLAC data within CAS regularly to ensure accuracy and adherence to policy and procedures related to full-time faculty load expectations and overloads.
Remain up to date on all FLAC policies, procedures and deadlines.
Assist with updating policies and procedures, as needed.

Percentage Of Time

Specific Duties

FACULTY & STUDENT SUPPORT

Serve as the point-person for faculty and students to answer questions and identify the appropriate departments to obtain resources, support and training.
Make printed/scanned copies upon request.
Maintain accurate individual faculty calendars using OUTLOOK.
Order desk copies from publishers, upon request.
Work with faculty to enter course adoptions into FOLLETT DISCOVER before the deadline set by ULV Bookstore.
Complete, manage the signature process and submit all student/course related
forms on behalf of faculty.
Work with IT Department to coordinate and schedule new computer rollouts, data transfers, and printer connections.
Complete student related forms on behalf of faculty, manage the signature process and submit approved form(s) to the appropriate departments.
Utilize Google, LinkedIn and Higher Ed.com to maintain an up-to-date listing of all internship, fellowship and scholarship opportunities for current students and recent alumni.

Percentage Of Time

Specific Duties

BUDGET MANAGEMENT & ACCOUNTS PAYABLE

Manage and oversee the following budgets:
History and Political Science: 110000 213001 Program: 10
International Studies Institute, Fund 1: 110000 213002 Program: 40
International Studies Institute, Fund 2: 212039 215000 Program: 40
Model United Nations, Fund 1: 110000 213008 Program: 10
Model United Nations, Fund 2: 212036 215000 Program: 10
Model United Nations, ASULV Fund: 81038 301950 Program: 55
Benazir Bhutto & Ahmed Ispahani Lectureship: 250003 215000 Program: 10
Phi Alpha Theta: 810208 215000 Program: 55
Work with Department Chair and Program Administrators to ensure budget amounts are not exceeded.
Reconcile monthly Wells Fargo P-card online; code receipts, manage signature process and submit PDF packet to Accounts Payable before deadline.
Prepare and share budget reports during monthly department meeting.
Monitor Banner 9 Finance dashboard for balances and improper charges, and
follow-up on corrections and credits.
Prepare and submit monthly chargebacks to Leandra Lioe.
Prepare and submit Budget Change Forms, as needed to Finance Department.
Monitor and order office equipment, office and printing supplies.
Pay yearly renewals to professional organizations for faculty.
Utilize DOCUSIGN for all check requests and speaker honorariums. Exception: International Speakers.
Work with Risk Management to receive pre-approval for certificates of insurance for outside vendors. (Must include approval email in DocuSign).
Prepare and manage signature process for all AP related documents.
Prepare, sign and keep records of all deposits submitted to Student Accounts.
Prepare expense reimbursement forms for faculty and students and receipts,
coordinate signature process and email as one PDF file to Accounts Payable.
Order stolls and cords for Model UN, Pi Gamma Mu, and Phi Alpha Theta Graduates. (MUN = Jostens, PGM = PGM Organizaion, PAT = PAT Organization).
Attend all meetings and trainings regarding changes to forms, policies and procedures.
Keep accurate, organized records of all fiscal related documents in the department shared folder.

Percentage Of Time

Specific Duties

COMMUNICATIONS & SOCIAL MEDIA

Create internal and external communications for department and campus-wide emails, invitations, flyers, and memos.
Submit e-blast requests using online forms for campus-wide faculty and staff, and students.
Maintain department bulletin boards with up-to-date information and opportunities for students.
Using Canva and/or photos, create content for posts and stories in department Instagram account to keep students and alumni informed of news, events, resources, internships and scholarships.
Maintain department online HUB hosted in SharePoint for faculty.
Collaborate and partner with Office of Strategic Communications Department and other student facing departments on Instagram posts.
Oversee and update department web pages using WORD PRESS.

Percentage Of Time

Specific Duties

DEPARTMENT EVENTS

Lead in the coordinating and executing of all department events, including:
Yearly Faculty Retreat and Faculty/Student Picnic (Summer), Brunch with faculty.
(Sept), Constitution Day (Sept) Career Readiness Event (May), Phi Alpha Theta and Pi Gamma Mu New Members Induction Ceremony (May) and End of the Year Department Awards & Grad Dinner (May).
Work with Campus Events to reserve appropriate space on campus and secure resources. (tables, chairs, speaker, microphones, etc.).
Arrange for catering through Bon Appetit or outside vendor – based on budget standings.
Order linen from Bon Appetit. (If you order catering from outside vendor, you
must pick-up and return the linen to the Spot.)
Create and monitor event RSVP’s using email, Campus Labs or outside vendor.
Work with Department Chair to send emailed invite to the President, Provost’s Office and CAS Dean’s Office.
Utilize emails, flyers and social media to advertise events.
Create and distribute day of event forms, including event program overview and minute by minute.
Handle all day of logistics to ensure a smooth and successful event.

Percentage Of Time

Specific Duties

INTERNATIONAL STUDIES INSTITUTE (ISI) ADMINISTRATOR

Plan and execute ISI sponsored special programming including monthly “Hot Spots” lecture series.
Coordinate with speaker on obtaining required documents for DocuSign envelope to request $500 Honorarium for speaker.
Work with Campus Events (events@laverne.edu) to reserve appropriate lecture
location.
Work with ULV Graphics to create event flyer and one foam-backed sign;
Instruct Graphics to deliver 33 flyers to the front desk at the Campus Center for approval and distribution across all campus bulletin boards.
Handle all day of logistics to ensure a smooth and successful event.
Provide administrative support to ISI Director and other members of ISI
Committee in their official capacity as committee members.
Attend monthly ISI Committee meetings and maintain official records.

Percentage Of Time

Specific Duties

MODEL UNITED NATIONS (MUN) ADMINISTRATOR

Serve as the staff advisor, direct and advise students on completion of club paperwork for ASULV; provide estimate costs to Treasurer for budget funding requests.
Coordinate all travel arrangements for the Advisor plus all students in the class and current club members for two conferences per year. (flights, hotel, XL Uber vehicles to/from airports).
Handle and complete all conference related registration forms and payments.
Act as liaison with other universities when planning La Verne MUN-hosted conferences and events.
Serve as liaison with any sponsors of events hosted by La Verne MUN.
Support MUN faculty advisor in supervision of student administrative work and attend conferences and events when the group is over 15 students.
Coordinate travel, lodging, honorarium payments, and DocuSign paperwork for any speakers invited by La Verne MUN program.
Oversee event planning, catering, attendee invitations, publicity, signage and day of logistics for all special events hosted by La Verne MUN.

Percentage Of Time

Specific Duties

HUMAN RESOURCES

Type, edit and upload approved PDQ’s into PEOPLEADMIN to create job postings for potential part-time and full-time faculty.
Work with HR to make job postings public; monitor and follow-up on hiring approval signature process.
Schedule interviews on request for full-time and part-time faculty.
Make travel and hotel stay arrangements for full-time faculty applicants who live outside of California only (Sheraton Fairplex – University Discount).
Coordinate on-boarding of new employees with HR, Payroll, IT and Capital Planning.
Prepare all HR related documents for Department Chair, oversee signature process and submit to Human Resources.
Schedule and lead department on-boarding meeting with all new employee(s).
Fill out and submit online form to order new and replacement keys.
Type, edit and upload approved PDQ into PEOPLEADMIN to create job postings for potential federal work study students.
Work with HR to make the posting active, schedule interviews and hire 1-2 students per semester.
Schedule and lead and on-boarding orientation to discuss job responsibilities and expectations.
Train, mentor, answer questions and check-in regularly to ensure progress is being made on projects.
Meet with student workers once a semester to provide feedback.
Review and approve timecards in KRONOS twice a month.

Percentage Of Time

Specific Duties

ANNUAL BHUTTO ISPAHANI INTERNATIONAL LECTURE ORGANIZER

Monitor and oversee the Bhutto Ispahani budget; ensure that we are being good stewards of our donor’s funds at all times.
Facilitate and support the ISI Director’s process of selecting the speaker.
Plan and handle all logistics for events surrounding and including the lecture itself: VIP luncheons, dinners or receptions, press briefings, book signings, classroom visits, etc.
Serve as liaison with the President’s Office, University Advancement, Office of Strategic Communications staff, and other senior administration offices.
Work with ULV Graphics to design and approve flyers and other promotional materials.
Initiate and maintain personal contact with invited speaker regarding photo, biography, honorarium documents, travel arrangements, and document completion, etc.
Make flight and hotel arrangements for the speaker.
Order engraved crystal globe award from Timeless Creations Engravers.
Work with ISI Director to determine a documented itinerary for the speaker for the duration of his/her trip.
Send emailed request to LVTV Manager, Ken Pucci to see if they are available to record the lecture; If so, send an email to speaker to get documented permission, and forward it to Ken Pucci.
Send emailed request to Eric Borer to request a Campus Times reporter and photographer attend to write a story in the Campus Times
Work with the ISI Director to ensure speaker is escorted while on campus.
Reserve an appropriate private “Green Room” for the guest speaker.
Work with the ISI Director to send personalized letter invitations to President’s
Office, Provost’s Office and CAS Dean’s Office, and Club E-Board Members.
Serve as first line of contact for outside inquiries, including press or media, community members, prospective attendees, invitees, etc.
Work with University Advancement to ensure an event briefing is created and discussed with University President in Advancement.
Create table assignments diagram including 1-2 VIP tables nearest the podium.
Create and distribute day of event forms: Event Program Overview, Minute by minute, RSVP and Table lists to President’s Office, Provost’s Office, CAS Dean’s Office and University Advancement.
Handle all day-of logistics to ensure a smooth and successful event.
Schedule and supervise any student workers or volunteers helping on the day of the event.
Follow up with the speaker to ensure the honorarium has been received.

Percentage Of Time

Specific Duties	Other duties as assigned by Department Chair.
Percentage Of Time	5

Salary Range

Minimum:	$62,400
Maximum:	$66,560-$68,000

Posting Detail Information

Posting Number	2018-190991SA
Special Instructions to Applicants
Open Date	05/28/2024
Close Date
Open Until Filled	Yes

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

Resume

Optional Documents

Cover Letter

Apply with La Verne University

Search Terms: Department Manager, Administrator, Program, Manager, International

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