Administrative Program Manager

Examples of Duties Program Coordination and Implementation

• Coordinate schedules, logistics, and documentation for approved McNair research, internships,

seminars, graduate preparation, and enrichment activities.

• Coordinate workshops, mentoring, visits, conferences, presentations, events, and authorized

student travel arrangements.

• Maintain calendars, records, and follow-up logs; alert the Director to deadlines, gaps, and

operational risks. Student Recruitment and Scholar Support

• Support outreach and recruitment across participating HBCUs; coordinate application intake, completeness checks, and selection logistics under approved eligibility and selection procedures.
• Maintain timely scholar communication; coordinate research placements, academic progress

follow-up, graduate application preparation, and referrals to appropriate program resources.

• Maintain professional, inclusive interactions with scholars while protecting confidential participant information.

Data Management, Evaluation, and Federal Reporting

• Collect, organize, verify, and securely maintain records of participant eligibility, service

participation, research engagement, academic progress, and graduate education outcomes.

• Review files routinely, reconcile missing or inconsistent information, and prepare documentation for Director review and institutional monitoring.
• Support annual performance reporting, internal reports, and program evaluation using approved definitions, reporting periods, and institutional data controls.

Fiscal, Procurement, and Administrative Operations

• Maintain budget spreadsheets and supporting documentation; monitor commitments and expenditures against approved categories and notify the Director of potential variances or emerging financial concerns.
• Prepare and route purchase requisitions, invoices, payment requests, travel authorizations,

reimbursements, stipends, and expense reconciliations in accordance with established university procedures.

• Maintain organized procurement, travel, inventory, and fiscal records; coordinate with grants,

procurement, finance, and sponsored-program offices to resolve documentation issues promptly.

• Support - but do not independently authorize - expenditures, budget changes, financial certifications, or other actions reserved for the Director and authorized institutional officials.

Outreach, Collaboration, and Professional Development

• Coordinate communications and logistics with participating HBCUs, faculty mentors, departments, graduate institutions, and program partners.
• Assist with program materials, website content, newsletters, and approved outreach.
• Participate in TRIO/McNair training and professional development; perform related duties consistent with project and university policies.

Benefits

We offer a complete benefits package to full-time employees, including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time employees who work 20 hours or more per week are eligible for the complete benefits package.

To learn more details, visit our benefits page.