Manager of Programs and Special Projects

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $20.68 per hour.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

As a key member of the School of Graduate Studies team, the Manager of Programs and Special Projects will oversee and execute a variety of projects and programming initiatives. This role supports graduate student success through strategic programming, including collaboration with the Graduate Professional Development Center, Spoken English Language Program, academic departments, and individual schools/colleges. The manager will also provide project support for the Vice Provost and Dean, and Senior Associate Dean of Graduate Studies. The manager will ensure smooth execution of key initiatives, including new student orientation, the Three Minute Thesis competition, professional development events, SELP workshops, and Graduate Studies events.

Essential Functions

• Graduate Professional Development Programming and Academic Support and Success: Develop and implement strategic communications and outreach efforts for the Graduate Professional Development Center, working to enhance departmental and student engagement with resources, events, and professional opportunities. Partner with faculty, academic departments, student affairs departments, the Spoken English Language Program, and external vendors to design and deliver programming that fosters academic success, persistence towards degree completion, retention, mentoring, student wellness and overall satisfaction. Develop and oversee the training, scheduling, tracking, and evaluation of mentor training programs across schools, ensuring that all elements are effectively communicated and executed. Coordinate and execute key programs such as ULRI STEM Pathways Program and similar student grant/fellowship initiatives. Maintain and update web content for the Graduate Professional Development Center. Analyze student participation and feedback to assess program impact and refine offerings to remain responsive to evolving student interests and national trends. Prepare detailed reports and presentations on program outcomes, highlighting key findings and recommendations. (45%)
• Event Planning and Implementation: Manage end-to-end planning and execution of key events, including but not limited to new student orientation, the Three Minute Thesis competition, professional development events, SELP workshops, and Graduate Studies events. Responsible for budgeting, vendor contract negotiations, logistics management (including venue booking, catering, parking, and A/V needs), event staffing, and evaluation. Maintain website content for all signature programs, including application guidelines, event dates and deadlines, and profiles of finalists, participants, and winners of competitions. Conduct benchmarking and research to assess the effectiveness of existing events and generate ideas for new event opportunities, keeping in line with the School of Graduate Studies¿ strategic vision. Develop and maintain a data-driven evaluation system to monitor event success and recommend strategies for improvement. (30%)
• Fellowship, Scholarship, and Conference Activities: Actively promote fellowship opportunities and facilitate information sessions and workshops (e.g., NSF GRFP, NIH F31, Fulbright) to graduate students and other targeted groups. Administer the application and selection process, and coordinate travel logistics for the AAAS annual meeting, and other student conferences. (15%)
• Office Management: Oversee office supply management and ensure adequate inventory for all departmental needs. Prepare and process travel expense reports and manage reimbursements, including for the Verhosek Fund, Graduate Student Travel Awards, and academic awards for the Graduate Awards Ceremony, and Three Minute Thesis Competition. Manage the calendar for department events, including conference rooms and the Tomlinson Lobby, coordinating with the campus community to ensure all logistical needs are met. Provide high-level administrative support for the Vice Provost and Dean, and Senior Associate Dean, including calendar management, meeting scheduling, travel arrangements, and execution of special projects. (9%)
  
  
  

Nonessential Functions

Perform other duties as assigned. (1%)

CONTACTS

Department: Daily contact with the Graduate Professional Development Center Director, Vice Provost and Dean, Senior Associate Dean, and departmental staff to exchange information.

University: Frequent contact with academic departments to exchange information.

External: Frequent contact with the general public to provide information; frequent contact with prospective students and outside vendors to exchange information.

Students: Daily contact with domestic and international students to provide information and assistance.

Supervisory Responsibilities

No direct supervision of staff employees; some supervision of student employees.

Qualifications

Bachelor¿s degree and no experience or High School education and 6 years of related experience required. Experience in higher education or student affairs preferred.

Required Skills

• Commitment to and an appreciation of working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic, and educational background, and ability.
• Demonstrated commitment to student success and development.
• Ability to work independently and as part of a team.
• Intellectual curiosity, along with knowledge, understanding, and appreciation of the student experience.
• Strong project management skills
• High degree of energy, creativity, and flexibility.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Strong organization and administrative skills.
• Ability to prioritize and manage multiple projects to meet deadlines.
• High level of professionalism, confidentiality, diplomacy, and discretion.
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint) required.
• Proficiency in event management platforms is strongly preferred.
• Proficiency in collaborative software (e.g., Google Apps) and the ability to learn new software programs strongly preferred.
• Proficiency in graphics and web design software (e.g., Adobe Creative Cloud, or Canva) preferred.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
  
  
  

WORKING CONDITIONS

General office environment. The employee will perform repetitive motions using a computer mouse and keyboard to type.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.