Key Responsibilities and Required Skills for University Program Manager

🎯 Role Definition

The University Program Manager oversees the life cycle of academic programs and institutional initiatives from concept through delivery and continuous improvement. This role leads academic partnership development, curriculum and instructional coordination, student recruitment and retention activities, budget and resource planning, outcomes measurement, and compliance with institutional and external accreditation standards. The position requires cross-functional collaboration with faculty, admissions, student services, marketing, finance, and external partners to drive program growth, quality, and operational excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

Program Coordinator or Program Specialist (higher education)
Academic Advisor or Student Success Advisor
Admissions or Enrollment Specialist
Project Manager (education or nonprofit) with program experience

Advancement To:

Senior Program Manager, Academic Partnerships
Director of Program Management or Director of Academic Affairs
Associate Dean or Head of Continuing Education
Director of Enrollment Management or Strategic Initiatives

Lateral Moves:

Director of Student Affairs
Curriculum and Instruction Specialist
Partnership Development Manager
Workforce Development Program Director

Core Responsibilities

Primary Functions

Lead end-to-end program lifecycle management, including needs assessment, program design, curriculum mapping, operational planning, piloting, full-scale launch, and ongoing program evaluation to ensure alignment with institutional strategy and student outcomes.
Develop and manage collaborative partnerships with external academic institutions, industry partners, community organizations, and funders; negotiate MOUs, partnership agreements, and articulation pathways that expand program reach and student opportunities.
Create and maintain detailed project plans, timelines, and deliverables for multiple concurrent programs; coordinate cross-functional teams (faculty, marketing, finance, registrar, IT, student services) to meet launch and delivery milestones.
Manage program budgets including forecasting, expense tracking, resource allocation, and financial reporting; work with finance and grants teams to ensure compliance with institutional and sponsor requirements.
Drive enrollment growth by collaborating with admissions, marketing, and outreach teams to develop recruitment strategies, target audiences, conversion funnels, and retention plans that meet program enrollment and revenue targets.
Partner with faculty and academic leadership to design curriculum frameworks, course sequencing, learning outcomes, assessment strategies, and instructional resources that meet accreditation and quality standards.
Operate as the primary program-level contact for students and external stakeholders; resolve complex issues related to registration, transfers, credit articulation, internships, and student accommodations to preserve positive student experience.
Oversee data collection and program analytics to monitor KPIs such as enrollment, retention, completion rates, employment outcomes, and student satisfaction; present actionable insights and recommendations to senior leadership.
Ensure compliance with institutional policies, government regulations, and accreditation requirements; prepare documentation and support internal and external audits, program reviews, and accreditation site visits.
Design and implement student support services tied to program goals — orientation, advisement, mentoring, career services, and academic interventions — to improve student persistence and success metrics.
Develop scalable operational processes, standard operating procedures, and knowledge repositories for program delivery; train staff and faculty on systems, workflows, and policy updates.
Lead recruitment, onboarding, supervision, and professional development for program staff, adjunct faculty, and contractors; define roles, performance expectations, and development plans.
Coordinate internship, practicum, and experiential learning placements; cultivate employer relationships, manage placement logistics, and monitor student learning objectives and employer feedback.
Create and oversee comprehensive marketing and communications plans for programs, including website content, program brochures, events, webinars, and information sessions; work with marketing to optimize messaging and SEO for program discovery.
Serve as program representative in institutional governance, faculty committees, and working groups; synthesize feedback and shape policy, curricular, and operational decisions that impact program quality.
Manage learning management system (LMS) course shells, program site content, and digital resource distribution in coordination with instructional designers and IT to ensure consistent student access and course integrity.
Lead continuous improvement initiatives using qualitative and quantitative feedback loops — surveys, focus groups, course evaluations, and employer advisory boards — to iterate curricula and services.
Coordinate grant and sponsored-program administration when applicable: support proposal development, budget preparation, deliverable tracking, reporting and compliance for sponsored initiatives tied to program goals.
Plan and execute program events, cohort orientations, graduation activities, advisory board meetings, and employer engagement events to strengthen community and stakeholder alignment.
Maintain up-to-date market and competitor analysis to inform program positioning, new program development, pricing strategy, and the creation of short courses or micro-credentials that address labor-market demand.
Manage risk assessment and mitigation related to program delivery — health and safety for in-person components, international partnerships and exchanges, technology continuity, and data privacy concerns.
Implement technology and CRM processes (e.g., Salesforce, Slate, Banner) to streamline recruitment, admissions, advising, and retention workflows; partner with IT for integration and reporting.
Prepare regular, executive-level reports on program performance, trends, and strategic recommendations; present to deans, provosts, and external stakeholders as required.
Drive initiatives to improve equity, access, and inclusion across program planning and student services; embed culturally responsive practices into recruitment, curriculum, and advising.
Champion sustainability and scalability by identifying process efficiencies, automation opportunities, and outsourcing options that reduce cost and improve outcomes while preserving academic quality.

Secondary Functions

Support ad-hoc reporting, student success analytics, and market research to answer strategic questions and support decisions across academic units.
Contribute to institutional program development strategy and roadmap by identifying program gaps, new market opportunities, and potential cross-campus collaborations.
Collaborate with academic technology teams to translate pedagogical and operational needs into system requirements and product enhancements.
Participate in cross-functional governance, project prioritization, and Agile sprint planning when product or operational teams are enabling program improvements.
Assist in grant reporting and compliance tasks as needed, ensuring documentation and deliverables are aligned with sponsor expectations.
Provide coverage for related program leadership duties during leaves, peak enrollment periods, or project-based escalations.

Required Skills & Competencies

Hard Skills (Technical)

Program design and curriculum development — ability to create program maps, course learning outcomes, and competency-based curricula aligned with accreditation standards.
Project and portfolio management — proficiency in planning tools, Gantt charts, milestone tracking, and multi-project coordination.
Budgeting and financial management — forecasting, cost analysis, and funding/grant administration.
Data analysis & reporting — experience with program KPIs, student-success metrics, Excel (advanced), Tableau/Power BI, or institutional reporting tools.
CRM and SIS familiarity — experience with Salesforce, Slate, Banner, Workday Student, or similar recruitment/admissions/registrar systems.
Learning management systems (LMS) — working knowledge of Canvas, Blackboard, Moodle or similar platforms for course setup and content governance.
Compliance and accreditation — understanding of regional/national accreditation processes, program review cycles, and regulatory reporting.
Marketing and SEO basics — competency in coordinating program marketing, optimizing program pages for search discoverability, and digital recruitment tactics.
Contract and partnership negotiation — drafting and managing MOUs, articulation agreements and vendor contracts.
Event and cohort logistics — logistical planning for orientations, hybrid events, and experiential learning placements.
Grant writing and sponsored program administration — proposal support, budget preparation, and deliverable tracking (preferred).
Basic IT and systems integration — ability to specify integration requirements and work with IT and vendors to implement solutions.

Soft Skills

Strategic thinking and business acumen — align program decisions with institutional strategy and market demand.
Stakeholder management and influence — build credibility with faculty, administrators, employers, and external partners.
Strong written and verbal communication — compose compelling proposals, reports, marketing copy, and present to leadership.
Student-centered orientation — empathy and service mindset focused on access, retention, and student outcomes.
Leadership and team development — coach staff, manage performance, and cultivate high-performing cross-functional teams.
Problem-solving and adaptability — manage ambiguity and pivot plans based on data and changing priorities.
Collaboration and facilitation — lead meetings, advisory boards, and co-design sessions with diverse stakeholders.
Attention to detail and organizational skills — manage complex calendars, deadlines, and regulatory documentation.
Cultural competence and inclusion — design and operate programs that support diverse student populations.
Negotiation and conflict resolution — resolve contractual, faculty, or student-related conflicts constructively.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in Education, Higher Education Administration, Business, Project Management, Public Administration, or related field.

Preferred Education:

Master's degree in Higher Education Administration, Curriculum & Instruction, Business Administration (MBA), Public Administration (MPA), or a related advanced degree.

Relevant Fields of Study:

Higher Education Administration
Curriculum Development / Instructional Design
Business Administration / Management
Public Administration / Policy
Educational Leadership
Project Management

Experience Requirements

Typical Experience Range:

3–7 years of progressively responsible experience in higher education program management, academic operations, or related roles.

Preferred:

5+ years managing academic programs, partnerships, or enrollment initiatives; demonstrated success with budget management, accreditation processes, and cross-functional leadership. Experience with CRM/SIS and LMS platforms, grant administration, or industry partnerships is highly desirable.