ICP Senior Program Manager

Position: Senior Program Manager
Department: Integral Counseling Program
Supervisor: Program Chair

This is a Full Time Exempt level position

ABOUT CIIS


California Institute of Integral Studies (CIIS) in San Francisco is a pioneer in integrative higher education, providing interdisciplinary, cross-cultural, and applied studies in psychology, philosophy, religion, cultural anthropology, transformative studies and leadership, integrative health, and the arts. The school offers master's and doctoral degrees, as well as a Bachelor of Arts completion degree. We are conveniently located in the SOMA district of San Francisco which is a quick walk from BART, Muni and other public transportation.

SUMMARY


The Senior Program Manager manages and oversees all administrative aspects of the ICP department (including both the day and weekend programs) and serves as a key member of the ICP Team, assisting the Program Chair with setting and implementing the vision for the department while supervising the day and weekend Program Coordinators as they manage the day to day operations for both programs. The Senior Program Manager is able to identify and recognize the larger needs of the program and works with the Program Chair, faculty and staff to integrate and implement them throughout the entire program structure, both initiating and following through when needed to ensure the departments stays on target to meet its goals.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Program Administration

  • Provides leadership and assistance to the Program Chair in the preparation of all WASC Accreditation reviews, including participation on the Assessment/Academic Rigor Task Force. 
  • Tracks Board of Behavioral Science (BBS) updates and regulations to ensure the ICP curriculum meets all BBS requirements. Communicates when change is needed and helps create a timeline and plan to implement changes by that deadline.
  • Works with the Program Chair to create the agenda for weekly faculty meetings, prepares and posts meeting minutes and tracks action items to make sure they are carried out in a timely manner.
  • Creates department Newsletter each fall and spring. Creates flyers for special events. Selects Constant Contact template and manages Constant Contact and other department listservs.
  • Serves as main program contact for alumni, continuing and incoming student inquiries by email, phone, and in person.
  • Able to proactively anticipate and plan for seasonal activities within the program, including the creation of the class schedule each semester, the updating of the teaching assignments each academic year (data input to the Academic Year Grid), and the annual updating of the Academic Catalog, ICP/W Website and ICP/W Program Handbook. Creates annual calendar of department events for faculty and staff.
  • Assists students in conjunction with student services regarding program information, deadlines, responsibilities, and CIIS processes and procedures.
  • Works with the Program Chair to help plan and track the department's budget based on priorities
  • Prepares all program expenses for Program Chair review.
  • Assists Program Chair & ICPW Program Administrator with the hiring of core and adjunct faculty, collecting and reviewing CVs, arranging and attending interviews and other support as needed
  • Assists faculty with administration of hiring teaching assistants and research assistants for the program.
  • Tracks number of work study hours for the entire department. Ensures we have enough hours to cover all positions needed and works with Program Chair and Financial Aid if more hours are needed.
  • Oversees and manages the event planning and coordination of annual retreats for both core and adjunct faculty members.
  • Plans and coordinates coverage for Info Sessions, Open Houses and other Admissions events along with the ICP & ICPW Program Coordinators. Works with Admissions to set and monitor numbers each semester and start waitlist if needed. Plan meetings to address any concerns that arise.
  • Assists alumni in California and other states and countries with obtaining licensure. This may mean working with out-of-state and international licensing agencies to obtain and sign agency paperwork, collect and forward course syllabi and/or course descriptions.
  • Creates and maintains systems to improve administrative efficiency and effectiveness.
  • Serves as liaison between adjunct and core faculty members and CIIS Administrative offices.
  • Assists faculty members, ensuring they have all the materials they need from the Registrar's Office for the creation and administration of their courses, including room changes and requests for AV. Work with Program Chair and Adjunct Faculty Task Force to improve process around recruiting, hiring and training new faculty members (including ICP Adjunct Faculty Handbook) and build pool of quality instructors for each course subject.
  • Will hire, manage, train and delegate work to ICP & ICPW Program Coordinators and student workers as needed. Understands all elements of Program Coordinator positions and can take care of them when needed.
  • Trains any new ICP staff members, and is available to answer questions as necessary.
  • Network with current core and adjunct faculty members, supervisors and other therapists, create and publish job advertisements, collect, file and review resumes, and present to the ICP Program Chair qualified candidates for consideration for teaching positions for various classes.
  • Schedule and participate in interviews for these candidates with the ICP Program Chair and a core faculty member.
  • Works with Program Chair and ICP Team to create, plan and oversee/attend special events for ICP. 
  • Works with ICP & ICPW Student Liaisons to receive feedback and use that feedback to make improvements and proactively address issues that arise. 
  • In collaboration with the Program Chair and ICPW Program Administrator, monitor and review faculty course evaluations and utilize that feedback when making hiring decisions.
  • Thinks outside the box and beyond this job description when necessary to assist the Program Chair in various capacities.
  • Able to effectively manage the department in the absence of the Program Chair.


Recruitment, Admission, and Retention

  • Acts as liaison between the Program and other CIIS departments; works closely with Admissions, Registration, Financial Aid, and Dean of Students' Offices regarding enrollment and retention, and resolving problems as they arise.
  • Meets regularly with Admissions Counselor to be kept abreast of enrollment activities and work out admissions concerns of prospective applicants. Monitor registration of new admits and arrange for faculty to contact students if needed to encourage enrollment.
  • Coordinates faculty review of applicants and other faculty participation in recruitment and admissions. 
  • Provides support and options for students who might otherwise leave the program. (Information about Leave, incomplete grade options, rethinking schedules, etc.)
  • Tracks prospective students and maintains relationship by sending newsletter and inviting them to ICP special events. Working with Communications to update website, create flyers, and utilize noteworthy events, student and alumni profiles and social media to promote our program.

Student Advising

  • Provides students with updates on academic and administrative policies and procedures.
  • Provides answers to questions and directs them to Academic Advisor & Supervision Coordinator, faculty advisor and/or appropriate departments as needed.
  • Provides all correspondence to new students around retreat, orientation, the required multicultural training and other information they need to know.
  • Plans and leads New Student Orientations.

Minimal Qualifications

  • Bachelor's degree from a four-year college or equivalent combination of education and experience; Master's degree preferred
  • Experience working in a public or private college or university
  • Familiarity with MFT licensure, BBS requirements as well as the practicum process
  • Minimum of 3 years of increasingly responsible and varied administrative, supervisory and/or management experience
  • Ability to interact with faculty, students, staff and public with diplomacy
  • Demonstrated proficiency with database management such as Jenzabar, as well as having proficiency with Microsoft Office Suite
  • Willingness to work some evenings and weekends, as needed
  • Demonstrated ability in using the Internet and software for creating web pages
  • Excellent writing, communication and interpersonal skills
  • Must be well-organized, attentive to detail, and able to meet and manage multiple project deadlines

SALARY AND BENEFITS:

Commensurate with experience.

TO APPLY:

Please upload resume and cover letter as one document to

https://home.eease.adp.com/recruit/?id=10345581

EQUAL OPPORTUNITY EMPLOYMENT POLICY

CIIS is committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio-economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation and inclusion of U.S. historically under-represented people of color, international, bilingual and bicultural students, faculty and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI).