Assistant Program Manager - 24287BR

Assistant Program Manager

Academic/Professional Programs
Univ of Kansas Edwards Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

Jayhawk Global is an education innovation center that advances and delivers non-traditional forms of learner engagement, including online degree programs, professional and workforce development, certifications, competency-based educational offerings, credit for prior experience, employee training, and enrichment learning. Jayhawk Global’s mission is both internal, working collaboratively with all KU academic schools and departments, and external, serving all 105 Kansas counties, 50 U.S. states, and over 40 countries. The units in Jayhawk Global include: Academic & Professional Programs (including the Aerospace Short Course Program, Conferences & Non-Credit Courses, and the Osher Lifelong Learning Institute), the Kansas Fire & Rescue Training Institute, the Kansas Law Enforcement Training Center, and the Center for Online & Distance Learning.

The Aerospace Short Course program, within Academic & Professional Programs, develops and presents non-credit aerospace training to domestic and international markets through open enrollment, on-site and online course delivery. Open enrollment short courses are offered annually at designated locations in the United States and online through the KU learning management system. Courses can also be delivered upon request on-site at a company. The Assistant Program Manager responsible for assisting key staff in the Aerospace Short Course program, and the larger Academic & Professional Programs unit as a whole, to manage the logistics associated with educational course delivery. This position works under supervision of the Senior Program Manager and executes the unit’s business strategy through successful delivery of classes worldwide. Additionally, the Assistant Program Manager supports the program administration by maintaining databases, keeping records, maintaining inventories, and generating appropriate correspondences for travel and general office administration.

Because KU Jayhawk Global operates in a self-supporting, entrepreneurial environment, the Assistant Program Manager position requires a self-starting individual who is team oriented. The APM must be a person who is open to new learning, patient with people and processes, yet committed to producing timely, high-quality results.

Job Description

75% Course Planning and Logistics Management
  • Assists in the planning and implementation of short courses delivered in the U.S. and international locations as well as online.
  • Assists with management of course delivery logistics, including but not limited to check-in and registration, classroom set-up, instructional needs, audio-visual equipment needs, attendee materials, and attendee concerns.
  • Supports the coordination of travel arrangements of course instructors and staff.
  • Assists with the preparation of course materials & supplies for shipment nationally and internationally.
  • Assists with course assessment by creating, distributing, and compiling evaluations for educational deliveries.
  • Assists efforts to maintain inventory of course materials, textbooks, and supplies.
  • Serves as moderator for delivery of online classes.
  • Travel to domestic and international locations to manage course implementation, acting as a representative of KU Jayhawk Global.
  • Assists the management of attendee, client, and instructor correspondence and communications.

20% Financial and Reporting Responsibilities
  • Processes travel reimbursements for program staff and instructors.
  • Assists with preparation of cost proposals and contracts (from templates.)
  • Generates attendance and financial reports necessary for course planning activities.
  • Receives and processes attendee rosters, tracks course attendance in the KU registration system, and generates certificates of completion for participants.
  • Works with the Business Specialist to process instructor payments, vendor invoices and report income/expenses for course deliveries.

5% - Other Duties as Assigned
  • Serves on various committees, as assigned, and works in individual and team settings to accomplish overall Jayhawk Global program goals.
  • Adheres to University of Kansas, Jayhawk Global and State of Kansas policies and procedures.
  • Attends professional development activities.

Position Requirements

  • Ability to work occasional irregular hours including early mornings, evenings, and weekends.
  • Ability to travel domestically and internationally approximately 6-8 times per year.
  • Ability to lift 35 pounds with or without reasonable accommodation.

Required Qualifications

  • Bachelor's degree plus one year of related experience; or, Associates degree plus three years of experience; or, high school diploma plus five years of related experience.
  • One year of experience working in educational programs, event management, or equivalent
  • One year of work experience in position that included working effectively in a team environment, with deadlines, and multiple, rapidly evolving priorities.
  • Evidence of work experience that required strong organizational skills.
  • Excellent communication skills as evidenced in application materials.

Preferred Qualifications

  • Two years of program management, event management or related experience.
  • One year of experience working with budgets.
  • One year of experience working in higher education.
  • Experience working with an international audience and/or international travel.
  • One year of experience supporting online learning, including working with a learning management system.
  • One year of customer service experience.

Additional Candidate Instructions

A complete application includes:
  • A cover letter addressing how required and preferred qualifications are met
  • Resume
  • Three professional references.
Incomplete applications will not be considered.

Application review begins Monday, March 6th, 2023, and will continue until there is a suitable applicant pool.

Contact Information to Applicants

Justine Hamilton

Advertised Salary Range


Work Schedule

Irregular, including early mornings, evenings and weekends

Application Review Begins


Anticipated Start Date


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Posting Information
Posting ID:
Academic/Professional Programs
Primary Campus:
Univ of Kansas Edwards Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: