Program Manager

Overview

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.

Responsibilities

• 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 communication with internal and external stakeholders to keep projects on schedule and ensure deliverables are met.

  • Support related communications with funding agency representatives, including USAID or other federal sponsors, as applicable.

• Information Systems Administration and Technology Support 

  • Serve as program administrator and primary troubleshooter for program-essential information systems.

  • Maintain and update program databases, websites, shared calendars, and information resources as assigned.

• Staff Supervision and Program Evaluation

  • Supervise the work of program support staff (typically 1 to 5 employees); assign work, monitor performance, provide developmental feedback, and support onboarding of new personnel.

  • Assist in the development of program evaluation frameworks and progress reports; collect, analyze, and present data on program outcomes and performance metrics.

  • Develop and provide reports on program outcomes and accreditation compliance as required by the Executive Director, institutional leadership, or accrediting bodies.

  • Organize and/or attend program-specific activities including faculty meetings, student orientations, curriculum committee meetings, and program retreats.

  • Assist Program Executive Director with other duties as assigned.

Qualifications

Minimum Knowledge, Skills, and Abilities:

• Ability to develop and maintain effective relationships with the public, partners, customers, faculty, students, and co-workers, while working cooperatively and effectively to achieve common institutional goals.
• Ability to manage time and resources to ensure assignments are completed accurately and deadlines are met; meets attendance and punctuality requirements.
• Ability to adapt to changing work environments, work priorities, and organizational needs; takes independent action to address and resolve problems.
• Ability to express ideas effectively and demonstrate sound judgment with regard to decision-making; demonstrates effective problem-solving and conflict resolution skills.
• Ability to deal with others in a direct and honest manner and comply with all VHS-ODU policies, procedures, and relevant government regulations.
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages; ability to apply concepts of basic algebra and statistical analysis.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and ability to quickly learn institutional and program-specific software systems.
• Ability to manage program or departmental budgets, generate financial and compliance reports, and administer grant and contract activities.
• Ability to maintain confidentiality of faculty, staff, student, and research records in compliance with FERPA, HIPAA, and applicable federal regulations.
• Strong written and verbal communication skills, including the ability to produce professional reports, grant documents, workplans, meeting minutes, and program correspondence targeted to multiple audiences.
• Ability to manage program support staff, including assignment of work, performance monitoring, and onboarding of new personnel.

Level and Type of Experience:

• Experience in program administration, project coordination, or management in a college, university, research institution, or comparable academic or scientific environment.
• Experience with budget development and monitoring, report generation, and administrative compliance in an academic, grant-funded, or sponsored research setting.
• Experience supervising or coordinating the work of administrative support staff.

Preferred Qualifications:

• Bachelor's degree in business, health administration, public health, or a related field. Master's degree in business, health management, public health, or a related field is highly preferred.
• Demonstrated experience managing academic health profession programs, graduate programs, or clinical/research programs in a medical school or academic health center.
• Experience with grants development, submission, administration, and reporting, including coordination with a sponsored programs or grants office.
• Proficiency with Oracle, Blackboard, New Innovations, E*value, ExamSoft, Monarch, or comparable institutional information systems.
• Experience with stakeholder coordination, including contractors, collaborating organizations, and funding agency communication.
• Demonstrated ability to produce complex program documents — including workplans, progress reports, technical meeting minutes, and grant proposal narratives — with high attention to accuracy and audience.
• Familiarity with FERPA, federal contracting compliance requirements, and institutional research regulations.

Location : Location