Academic Program Mgt Officer 3 – 5 RP

Job Summary

Involves managing a significant, independent academic or research program. Formulates program strategies and goals. Plans, directs and controls program budget and other related resources.

*If the primary function of the role is to perform administrative services, including, finance, human resources, IT, facilities, or student services, then the job should be placed under the Administrative Operations function.*

Job Title	Academic Program Mgt Officer 3 RP	Academic Program Mgt Officer 4 RP	Academic Program Mgt Officer 5 RP
Job Code	5214	5219	5220
Bargaining Unit	RP	RP	RP
FLSA	Exempt	Exempt	Exempt
Generic Scope	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field. Independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.	Recognized organization-wide expert. Has significant impact and influence on organizational policy and program development. Regularly leads projects of critical importance to the organization; these projects carry substantial consequences of success or failure. Directs programs with organization-wide impact (or may have impact beyond the University) that include formulating strategies and administering policies, processes, and resources. Significant barriers to entry exist at this level.
Custom Scope	Administers all finance, human resources and facilities and other operational activities for small to mid-sized academic or research program. Administers major academic or research program components, and some or all of the program’s operational requirements. Develops and organizes academic or research conferences and other public forums. Works under direction of Principal Investigator or more senior Academic Program Officer to establish center agenda, funding, objectives. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “RP” ending.	Independently oversees a moderately sized academic or research program and represents the program to outside organizations. Assists with the design and development of academic or research program components and administers the full range of the program components and operational requirements; administrative, finance, human resources, and facilities for the academic or research program. Works with faculty on formulating short-term planning and procedures of the programs. Develops and organizes conferences and other public forums. Works under direction of Principal Investigator to establish center agenda, funding, objectives. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “RP” ending.	Takes leadership role in independently managing and developing a large, complex academic or research program of high visibility. Develops vision and establishes agenda to achieve research objectives. Oversees all elements of academic or research program administration. Collaborates across multiple research groups. Provides leadership in identifying outreach services. With faculty formulates program strategies and goals, directs long-term planning, and develops policies and procedures. Defines and implements publications program in support of the overall program. Is considered a subject matter expert of the organization and is recognized as an expert externally in the field. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “RP” ending.
Key Resp 01	Administers a small to mid-sized program with primary responsibility for administrative academic or research and programmatic activities.	Directs and administers an independent academic or research program with complete responsibility for administrative and programmatic activities including assisting with the design and development of the program or research being developed (i.e., curriculum development).	Designs and develops major academic or research program components and oversees execution of programs once funded.
Key Resp 02	Works with program leadership to identify and pursue funding opportunities and revenue streams.	Identifies and pursues funding opportunities and revenue streams.	Identifies and develops funding from multiple external sources.
Key Resp 03	Participates in the program budgeting and accounting processes to support a self-supporting/sustaining financial infrastructure of the academic or research program.	Participates in advanced program budgeting and accounting processes to support a self-supporting/sustaining financial infrastructure of program.	Plans, directs and controls program budget and manages financial, HR, technical, and other supporting resources.
Key Resp 04	Assesses program’s effectiveness, and recommends changes to program’s content, policies and procedures.	Assesses program’s effectiveness, and recommends changes to program’s content, policies and procedures.	Assesses academic or research program’s effectiveness, and recommends changes to program’s content, policies and strategic goals.
Key Resp 05	Serves on committees representing the program, participating in short term and long-term planning.	Serves on committees representing the program, participating in short- and long-term planning.	Represents the program to governing boards, outside agencies, and the public. Develops and maintains liaisons with external advisory board.
Key Resp 06		Manages financial and HR resources.	Develops and executes strategic plan for financing program activities and ensuring ongoing sustainability of a self-supporting / sustaining program.
Key Resp 07		Facilitates the efforts of various departments, managers, and outside constituencies to ensure interdisciplinary collaboration.	Coordinates varied and competing requirements associated with managing an innovative program in a university and / or government environment.
Key Resp 08		Participates in professional conferences and provides public relations support.	Develops ideas and options for faculty review and decision, and develops and implements instruction and research programs that reflect faculty interests. Leads professional conferences and provides public relations support.
Key Resp 09			Develops, implements and adheres to policies regarding intellectual property in addition to negotiating and managing IP agreements and contracts.
Key Resp 10			Presents seminars and workshops about the academic or research programs and participates with faculty on research.
Education	Advanced degree in related area and / or equivalent experience / training	Doctorate in related area and / or equivalent experience training	Doctorate in related area and / or equivalent experience training
Education	Doctorate in related area and / or equivalent experience training preferred
Spec Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Academic background and experience in selected area of research preferred.	Academic background and experience in selected area of research.	Academic background and recognized expertise in selected area of research.
KSA 02	Thorough knowledge of administrative, budgetary, human resources and financial principles and practices.	Advanced knowledge of administrative, budgetary, human resources and financial principles and practices.	Demonstrated expertise with program building within a leading academic institution for handling administrative, budgetary, human resources and financial principles and practices.
KSA 03	Strong oral and written communication skills.	Advanced oral and written communication skills.	Expert oral and written communication skills.
KSA 04	Strong ability to think creatively and independently on concepts requiring advanced analytical skills.	Advanced ability to think creatively and independently on concepts requiring advanced analytical skills.	Expert ability to think creatively and independently on concepts requiring advanced analytical skills.
KSA 05	Strong interpersonal skills and ability to work with diverse groups to achieve results.	Advanced interpersonal skills and ability to work with diverse groups to achieve results.	Expert interpersonal skills and ability to work with diverse groups to achieve results.
KSA 06	Strong ability to work collaboratively with internal and external peers and managers.	Advanced ability to work collaboratively with internal and external peers and managers.	Expert ability to work collaboratively with dynamic and diverse group of faculty, staff and students.
KSA 07	Solid fundraising experience.	Highly skilled fundraising experience.	Expert fundraising experience.
KSA 08			Expert negotiation skills.
KSA 09			Demonstrated expertise building collaborations between academia, industrial and / or governmental agencies.
KSA 10			Leadership experience in academic and / or government agencies.
Environment	Office or Campus / Medical Center settings such as a classroom, laboratory, research facility, research field stations or remote sites.	Office or Campus / Medical Center settings such as a classroom, laboratory, research facility, research field stations or remote sites.	Office or Campus / Medical Center settings such as classroom, laboratory, research facility, research field stations or remote sites.