Karsh Institute Program Manager

The Karsh Institute of Democracy at the University of Virginia seeks a highly skilled and organized Program Manager to oversee and advance several signature initiatives, including a Practitioner Fellows Program and Student Dialogue Fellowship. The Program Manager will also manage a major event series and lead additional projects as assigned. The Program Manager will coordinate with Karsh staff on fiscal administration, communications, event planning, and other administrative functions. This role reports to the Karsh Institute's Director of Programming.

This role requires exceptional project management skills, initiative, problem-solving ability, and a deep commitment to fostering civic engagement and advancing democratic principles.

The Karsh Institute of Democracy at the University of Virginia is dedicated to understanding, strengthening, and advancing democracy through scholarship, engagement, and innovative programming. Launched in 2021, the Institute brings together thought leaders, policymakers, scholars, and students to address the most pressing challenges to democratic governance and civic life.

Program Development & Management

• Collaborate with Institute leadership to design and implement signature programs, including the Practitioner Fellows Program and the Student Dialogue Fellowship.

• Manage the day-to-day responsibilities for the Practitioner Fellows and Student Dialogue Fellowship programs, including recruitment and selection, coordinating with faculty, staff, and other stakeholders, supporting fellows and their activities, and ensure that the programs are executed according to cycle schedules.

• Design and build systems and process for the signature Fellows programs, including recruitment frameworks, timelines, and planning documents.

• Support fellows in generating impactful work aligned with the Institute's mission.

• Serve as the primary point of contact for program participants, providing ongoing guidance and support.

• Coordinate logistics, including scheduling, travel, and accommodations for fellows.

• Manage program budgets, monitor expenses, and produce accurate and timely reports.

• Manage relationships with internal and external partners.

Event Planning & Management

• Plan and execute a high-profile event series aligned with the Institute's mission.

• Collaborate with leadership and subject matter experts to develop session topics, briefing materials, and post-event summaries.

• Manage speaker invitations, contracts, and logistics, acting as the primary liaison.

• Oversee event timelines, memos, and other materials and collaborate with communications, programs, and event teams to deliver seamless, high-quality events.

• Serve as a member of the core planning team for Democracy360, the Institute's flagship, biennial event including helping to develop, manage, and execute key components of the event

Administrative and General Responsibilities

• Maintain organized records for all program-related materials, including contracts, budgets, and event documentation.

• Document processes, best practices, and lessons learned for institutional continuity.

• Ensure that the Director of Programming and other key stakeholders are aware of the status of initiatives and any barriers to deliverables or successful outcomes.

• Help develop tools to assess the impact of events, such as attendee surveys and data analysis.

• In addition to the above job responsibilities, other duties may be assigned.

QualificationsRequired

• Bachelor's degree

• Two years of experience. Relevant experience may be considered in lieu of a degree.

• Proficiency with project management tools (e.g., Microsoft Office Suite, Asana) or the willingness to learn them.

Preferred

• Bachelor's degree in public administration, history, political science, communications, or a related field.

• At least 3 years of experience in program management or event planning.

• Experience in higher education, nonprofits, or civic engagement organizations.

• Familiarity with issues related to democracy, civic engagement, and public policy.

• Proven track record of successfully managing fellowships or high-profile events.

Critical Competencies and Expectations

• Self-motivated, with a strong work ethic and the ability to work independently while following through on commitments with a clear sense of ownership

• Collaborative spirit with a demonstrated ability to work collaboratively with diverse teams and stakeholders.

• Strong organizational skills and attention to detail with the ability to manage multiple projects, prioritize tasks, and meet deadlines.

• Ability to analyze complex information, synthesize insights, and provide actionable recommendations.

• A proactive, solutions-oriented attitude with a focus on adding value through innovation.

• Strong verbal and written communication skills and proficiency in crafting professional documents, presentations, and correspondence tailored to different stakeholders

To Apply:

Please apply through the UVA Job Board and search R0068674. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

• CV or resume

• Cover letter addressing specifically the candidate's interest in the role

• A Writing Sample

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Jon Freeman, Recruiting Specialist, at jf2sw@virginia.edu