The Kavli Institute for Theoretical Physics at UC Santa Barbara invites qualified applications for the position of Program Manager. The institute is supported principally by the National Science Foundation and has the responsibility of contributing to progress in all areas of Theoretical Physics.
The Program Manager (PM) manages the organization of scientific programs at the Kavli Institute for Theoretical Physics (KITP), in order to ensure productive scientific outcomes to the institute’s research programs. KITP runs approximately 12 programs per year, ranging in length from two weeks to five months and involving approximately 40 coordinators and 900 visiting scientists. In addition, KITP runs approximately eight conferences per year, as well as a range of outreach programs, hosting a total of approximately 1300 visiting scientists per year. Programs and Conferences are selected from an open call for proposals to the theoretical physics community, and related fields such as geosciences and biology. Program development and implementation occur over a period of two years, so at any time, the KITP Deputy Director (DD) and staff are managing at least 30 programs and distributing nearly $2,000,000/year from multiple funding sources.
The PM performs scientific administrative functions, serving as a key contact for all program organizers and participants. In doing so, the PM vets decisions of external coordinators on scientific organization and makeup of programs, consulting with the DD, the Director and other KITP faculty as needed. Since the DD typically serves for two to five years, the PM is responsible for the continuous review and documentation of program processes and workflows, including policies and procedures that will allow successive DDs to assume their prime scientific administration responsibilities. Manages the spending of the KITP Family Fund, Simons Foundation, and other grants. Proposes allocations based on participant and program needs, using knowledge of funding mechanisms in the community and ability to identify scientists’ academic status, eminence, and other resources at their disposal. Ensures financial commitments meet campus and federal requirements specific to various funding sources. Analyzes program budgets and participation to prepare regular and ad-hoc reports for budget management, grant writing and reporting, development, and program analysis. Writes and edits grant proposals and reports, including research and evaluation plans.
Monitors the demographics of program participants and works with program coordinators and KITP faculty to ensure diversity among both applicants and participants. Researches agency requirements and best practices for achieving diversity goals and implements necessary operations updates.
The KITP's website and database are closely interwoven with its business model and practices. The PM develops requirements for the database and works closely with the Database Developer to implement them. The PM also prepares dynamic database reports for use by other staff. This position has primary overall responsibility for the KITP website’s content. Works closely with the KITP’s IT support on website organization, structure, and development process and is responsible for maintaining all program-related website content ensuring an up-to-date and complete resource for our visitors.
Supervises the Program Assistant, and Conference Assistant. Backs-up Business Officer, Program Assistant, and Conference Assistant on various functions, e.g., meeting room and office assignments, invitation preparation, and VISA processes.
M.S. or Ph.D. in science or engineering is required. Additional qualifications include knowledge of academic research methods, databases, journals, research outcomes and impact metrics; deep familiarity with academic culture and institutions; supervisory experience; excellent written and oral communication skills; strong interpersonal skills; proficiency in Microsoft Office. Preferred qualifications include proficiency in Filemaker Pro, MySQL, other programming and markup languages.
To apply, please upload CV, cover letter, and the names of three references. Materials should be submitted electronically via https://recruit.ap.ucsb.edu/apply/JPF00977
The KITP is especially interested in candidates who can contribute to the diversity and excellence of the academic community through research, teaching and service.
The University of California is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Follow the employer's instructions to apply for this job.