Program Manager

The Program Manager is responsible for the administrative management and operational oversight of an assigned academic, research, or grant-funded program. Under the general direction of the Program Executive Director, the incumbent manages program budgets, administers program information systems, supervises support staff, supports curriculum or research project management as applicable, manages grant and contract administration activities, maintains regulatory compliance, and serves as the administrative representative for the program.

The position requires poise, meticulous attention to detail, excellent written and oral communication skills, the ability to anticipate program needs, and the capacity to manage multiple high-priority deliverables simultaneously with minimal supervision.

This position is co-terminous with funding.

• Program Operations and Daily Administration

  • Manage the day-to-day operations of the assigned program with poise and excellent communication skills; anticipate program needs and take independent action to address and resolve operational problems.

  • Serve as a confident, articulate, and responsible representative of the program across campus, with external partner institutions, and in the community.

  • Interact with numerous offices and faculty/staff throughout ODU-VHS — including Student Affairs, Admissions and Enrollment, Financial Services, VHS Colleges and Schools, Marketing and Communications, Sponsored Programs, and Special Events — to ensure optimal program operations.

  • Work closely with Human Resources for required processing of personnel forms, position actions, and all HR functions within the program.

  • Develop and maintain institutional knowledge of program-specific systems, workflows, and stakeholder relationships to ensure continuity and effectiveness of program administration.

  • Independently prioritize and complete administrative tasks to meet key deadlines and program deliverables.

  • Participate in special projects as assigned; perform other duties as deemed appropriate or assigned by the Executive Director.

• Budget Management and Financial Administration

  • Develop, monitor, and maintain the program budget; serve as the primary point of contact for budget projections and administration inquiries.

  • Become adept at report generation using current and future institutional budget software packages (e.g., Monarch, Oracle); generate financial reports as required.

  • Assist in the solicitation and first-pass assessment of collaborator and contractor budgets and quotes.

  • Coordinate procurement card reconciliation, vendor payments, and financial documentation in compliance with institutional and sponsor policies.

  • Establish and track annual program goals and critical performance metrics in coordination with the Executive Director.

• Grants, Contracts, and Sponsored Programs Administration

  • Support Executive Director, functioning as grants administrator for the assigned program; work with program faculty/staff, ODURF, and funding agencies to support the full grant cycle — including identification, application preparation, submission, administration, reporting, and closeout.

  • Coordinate and prepare workplans, progress reports, program activity updates, and grant proposal submissions.

  • Maintain ongoing relationships with outside collaborators, contract organizations, and consortium members; draft and disseminate technical meeting minutes and program communications as required.

  • Facilitate project management discussions; participate in project and program team meetings and summarize action items.

  • Ensure compliance with contract terms, federal regulations, and sponsor requirements throughout the program lifecycle.

  • Maintain and update project plans; maintain clear and constant…