CULTURAL PROGRAM MANAGER

POSITION OVERVIEW

Collaborate with faculty to offer a selection of comprehensive study trips throughout the year, manage all logistics, including registrations, Coup de Pouce financial grant, reservations, pre-departure sessions, and itineraries. Oversee cultural excursions and assessments, while liaising with staff and other stakeholders at the university to center students’ experiential learning.

DUTIES

Program and Operations Management

• Design, coordinate, and implement study trips in France and abroad throughout the academic year (Fall, Spring and Summer semesters), working with faculty to create, organize and run all approved study trips
• Meet with Academic Affairs to review proposed study trips, obtain the Provost’s approval, and ensure accurate and coordinated semester planning
• Manage, implement, and oversee the study trip application and Coup de Pouce program financial grant process
• Manage a yearly budget flow of approximately €400,000, including maintaining accurate financial records and practices for the service
• Manage preliminary planning and bookings, establishing trip prices and budgets and making advance group reservations for transportation, hotels, and visits/activities
• Supervise and oversee all bookings and payments made by the Cultural Program Coordinator, reviewing each step of the trip planning process in advance
• Collaborate with Faculty and Academic Affairs: trip proposals, brochures, and troubleshooting problems regarding trip logistics
• Partner with various offices across campus, including Academic Affairs, Student Accounting Services, Human Resources, Student Immigration Services, Communications, Graduate Office, Registrars, and Admissions
• Manage online registration for all study trips, orientation communication and class visits to inform students about upcoming study trips during Drop/Add week
• Manage all communications with current students and Faculty and facilitate any pre-departure meetings and training sessions
• Resolve any issues related to student inquiries, registration, trip logistics, and Academic affairs matters
• Provide support throughout the implementation and delivery of study trips, remaining available to address any incidents or logistical challenges that may arise
• Stay informed on cultural events in Paris, France, and Europe, sharing relevant information with students and faculty to support their participation in a series of activities
• Lead excursions and accompany students as necessary
• Provide support in the planning, coordination and execution of excursions and trips within the Student Life Department, as necessary

Administrative Tasks

• Work with Student Accounting Services to ensure that students are properly billed for study trips; maintain open communication with SAS to ensure study trip payment collection from students
• Coordinate with Accounting to establish and maintain a list of transaction codes (transdocs), ensuring billing is accurate, balanced, and reconciled
• Work with the Registrar to maintain a Master Course list in the Student Information System (SIS)
• Update Cultural Program course offering per semester, as well as troubleshooting technical issues with the Registrar’s Office
• Oversee group reservations and timely supplier payments, maintaining close communication with the accounting office to track and confirm payment status
• Ensure that the fees linked to the Cultural Program courses in SIS are accurate each semester
• Conduct surveys with students and faculty to assess study trips throughout the year
• Generate regular reports and statistics to track and manage Cultural Program trips and events, as well as prepare student-related information necessary for trip planning
• Produce the content and oversee the design of the Cultural Program brochure each semester; coordinate with faculty to ensure accurate information for the study trips
• Ensure that employees accompanying study trips are properly declared for business travel with Human Resources and thereby to the French Social Security authorities
• Ensure that students are aware of the Cultural Program policies and Code of Conduct before going on a trip
• Verify that trip expense reports, credit card payments, and all other financial transactions are properly declared and recorded in a timely manner (invoices must be given to accounting for each supplier payment)
• Create and manage online payments for cultural excursions and tickets
• Other appropriate duties as assigned by supervisor.

QUALIFICATIONS

• Minimum of bachelor's degree or equivalent
• Excellent communication and interpersonal skills, service-oriented
• Highly organized and attentive to details, able to multitask during busy times of the academic year
• Self-motivated and able to work independently
• High degree of computer literacy, particularly Excel, database, e-mail, and word processing software
• Familiarity with Accounting processes a plus
• Interest in higher education, travel, and cultural activities
• Knowledge of the American system of education preferred
• Comfortable managing a significant self-sustaining global budget and balancing individual trip budgets
• Bilingual English/French
• Valid work permit for France, or EU nationality

APPLICATIONS:

To apply, please send your CV and cover letter to recruitment.hraup.edu and title the email in the following convention: “First and Last name – Cultural Program Manager”