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Assistant Program Manager

University of the Pacific
California, United States
Salary Not specified
Date posted
Apr 16, 2024

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Assistant Program Manager

Primary Purpose:
The Assistant Program Manager (APM) assists with the management of the student experience of the AmeriCorps grant-funded Pacific College Corps program. This position is responsible for service site assignments and scheduling, case management, and documentation of 100 student fellows and assisting with College Corps' compliance with grant requirements and adherence to University business policies, procedures and best practices. The position functions independently, performing challenging work in a high volume, fast-paced environment reporting to the Program Manager of the Pacific College Corps program.

Essential Functions:
  • Primary management of Fellow experience, service site service assignments and schedules in coordination with Community Partners.
    • Ongoing delivery of programmatic elements of College Corps program including but not limited to: personalized student learning goals, cohort development, training and onboarding, student retention, providing necessary referrals, counseling, tracking member participation with California Volunteer’s Shared Member Experience, assist with assessment of student programmatic experience
    • Assist with joint programming with SUCCESS/TRiO & Career Services programs
    • Serves as Advisor to College Corps Student Association as necessary

  • Annually assist with recruitment and selection of College Corps 100+ member cohort.
    • Recruitment can include: classroom/faculty/student organization presentations, partnership events with Enrollment Management, tabling, social media, management of interest list
    • Selection can include: reviewing applications, scheduling and hosting interviews, providing status updates, partnership with Enrollment Management
  • Primary responsibility of College Corps internal events and AmeriCorps Days of Service, including but not limited to: 9/11 Patriot Day, MLK, and Cesar Chavez.
  • Primary responsibility of campus-based marketing and content creation for College Corps social media accounts.
  • Assist Administrative and Operations Program Specialist Coordinator with, in collaboration with the Office of Human Resources as well as other program staff, the enrollment of all students serving as “members” in the program:
    • Ensuring background checks are completed.
    • Enrolling and exiting student members in grant administrator’s (California Volunteers) electronic management systems (Salesforce and e-grants) as appropriate, on schedule, and in accordance with grant protocol.
    • Verifying students’ citizenship, if necessary.
    • Providing training (in webinar, in-person and/or other format) for student members about the enrollment process and steps they must take to complete it.
    • Manage all communication with students, including individual follow up and answering emails and questions from students, about this process to ensure compliance and to support their understanding and completion of the steps involved.
  • Supports Community Partners (Site Supervisors and staff at Non-Profit Organizations, School Districts and Governmental Departments/Offices) participating in program as Service Sites.
    • Collaborates with program staff to create and facilitate training and resources for service site supervisors and staff to advance program goals and service learning best practices.
    • Promptly responds to questions and need for information from service site staff.
    • Supports the Program Director and other program staff in coordinating and facilitating the work of Service Site Supervisors and Staff.
    • Supports Program Manager with fellow concerns, etc. with Service Site Supervisors.
  • Assist Administrative and Operations Program Specialist Coordinator with, management of service logs/timekeeping for all program staff and student members.
    • Manage weekly/biweekly collection of service logs/timekeeping records.
    • Review all records to ensure accuracy and return as needed for corrections.
    • Ensure timekeeping records are certified/signed by site supervisors for all student member in program each time.
    • Keep record of aggregate hours completed for each student and staff member to track compliance with grant requirements.
    • Initiate follow up (communication and compliance) with appropriate program staff person if service logs/timekeeping records indicate problems, failure of compliance with grant expectations.
    • Initiate reminder messages to all students and staff to support collection and retention of accurate records of service by students and time spent by staff.
    • Follow up with students, staff and site supervisors non-compliant with service logs and timekeeping records to ensure current and accurate records are maintained.
  • Assist with supervision of student assistants, if funded.
  • Works closely with program staff, business office personnel, purchasing, and vendors to develop & implement procedures, accounting mechanisms in university systems.
  • Performs other duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:
  • Bachelor’s Degree.
  • Two (2) years of work experience in an educational setting or related field.

Preferred Qualifications:
  • Master’s Degree preferred in counseling, higher education, psychology, sociology, social science, or related field.
  • Strong computer skills including intermediate to advanced Microsoft Office skills and substantial experience with accounting software.
  • Advanced skills in excel and working with databases and other electronic record systems.
  • Professional writing and public speaking skills.
  • Ability to exercise good judgment.
  • Strong organizational and planning skills.
  • Ability to manage multiple projects/tasks and adhere to guidelines.
  • Ability to work independently with critical deadlines and competing priorities.
  • Demonstrated ability to maintain strict confidentiality.
  • Proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
  • Demonstrated experience working with student employees and college student populations.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping, and reaching. Occasional lifting up to 25 pounds.
Work Environment/Work Week/Travel:
Work is performed during standard hours, with occasional evenings/weekend hours. Additional hours may be required to meet business needs or deadlines.

Valid driver’s license required. Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range: $66,560.00 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.


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