Job description

The Institute for Pure and Applied Mathematics (IPAM) sponsors programs that attract over 1,000 scholars to UCLA each year, from around the world. Reporting to the Assistant Director, the Program Manager (PM) is primarily responsible for the planning and implementation of a selected portfolio of IPAM programs, whether in-person, hybrid, or online including RIPS/GRIPS and long programs, as well as organize other programmatic events such as summer schools, workshops, large scale conferences, outreach events, public lectures, reunions and board meetings. With general supervision by the Assistant Director and scientific input from the Program Directors, the PM is responsible for communication with program participants including sending offer letters and reminders, communicating with organizers and participants, overseeing the enrollment and application processes, advising participants on IPAM and UCLA policies and procedures, and providing regular updates to the Program Directors. The PM will monitor the program's budget, including travel and lodging, and negotiate and communicate the details of funding offers to each participant; design and distribute publicity materials and strategically promote the program; respond to questions; collect project titles and presentations; and provide instructions on the reimbursement processes. As IPAM's housing coordinator, the PM will assist and advise all IPAM participants on short or long-term housing (if the offered lodging through university housing is not suitable) and participants with families on childcare and schools.

The PM will oversee J-1 visa process through UCLA DASHEW Center for International Students and Scholars, and work with the Undergraduate Research Center to enroll RIPS students as undergraduate visiting scholars. The PM will oversee the Visiting Graduate Researcher application process.

The PM will be well acquainted with the goals of IPAM's programs, and recommend improvements to IPAM's policies, procedures and management tools to best achieve the stated goals. No knowledge in higher mathematics is required for this position. The PM will foster productive relationships with UCLA organizations and vendors. As the primary point of contact with organizers, participants, and members of the scientific community, the PM will maintain a high standard of customer service and will work independently under minimal supervision. In order to oversee multiple complex programs at different stages in the implementation process, the ability to prioritize tasks, meet deadlines, and utilize organizational skills is crucial.

Additionally, the PM will contribute in IPAM's communications strategy and will collaboratively develop its annual newsletter and quarterly e-newsletter, manage IPAM's social media platforms, create content for and update IPAM website, and draft memos and other outreach content. The PM will represent IPAM at national conferences and will plan and implement the reunion conferences at Lake Arrowhead Conference Center. On-site coordination of programs will occasionally require evening and weekend hours, as well as occasional overnight stays at the UCLA Lake Arrowhead Conference Center.

Other responsibilities, such as campus sustainability initiative, implementation and execution of EDI (Equity, Diversity and Inclusion) projects, graphic design projects, and assisting with fundraising, may be assigned.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

19
Records

Qualifications

Required/Preferred

Ability to work independently, prioritize tasks and projects, meet deadlines and follow through with minimal direction.

Required

Thoroughly familiar with and committed to the mission of IPAM and the goals of its programs.

Can be trained

Demonstrated knowledge of best practices in program management.

Required

Highly developed organizational skills to manage multiple, complex program at different stages in the planning process.

Required

Exceptional interpersonal communication and customer service skills to interact effectively with a wide range of visitors, including students, professors, business leaders, and international scholars.

Required

Excellent written communication skills to convey information professionally with diplomacy and clarity, and to write articles for website.

Required

Knowledge of best practices in student services, including resolving conflict and promoting a positive team environment.

Required

Demonstrated skill in using standard office programs (Word, Excel) and the ability to learn new programs.

Required

Experience with graphic design using tools such as Photoshop, and web publishing tools such as Word Press.

Preferred

Ability to resolve a problem while maintaining a professional, calm demeanor.

Required

Experience in event management including negotiating skills and building relationships with vendors.

Required

Ability to work as part of a team and maintain cooperative working relationships with staff, administrators, campus personnel, and program organizers.

Required

Ability to conceptualize and develop informational materials.

Preferred

Public speaking skills.

Preferred

Ability to organize and maintain accurate, up-to-date records and files.

Required

Knowledge of types of visas and UCLA and federal immigration policy.

Can be trained

Experience in scientific research and research project design.

Preferred

Familiarity with video conferencing and other technology platforms (Zoom, Skype, Slack, Teams, Sococo, etc.) for organizing virtual and hybrid programs. Positive mindset to acquire new skill and training in other programs when needed.

Required

Understanding of UCLA's Equity, Diversity, and Inclusion policy.

Preferred

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
03-03-2023

External Posting Date:

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