CULTURAL PROGRAM MANAGER

DEPARTMENT: Student Life Department

LOCATION: Paris, France

JOB TYPE: CDI - Full-Time | Staff Position

CLASSIFICATION: Cadre

SUPERVISOR: Dean of Student Development, or any other supervisor designated by the President

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 [email protected] and title the email in the following convention: “First and Last name – Cultural Program Manager”