Program Manager - Office of Provost & VP- Academic Affairs

About University at Albany:

The University at Albany is a Carnegie-classified Research 1 institution driven by academic excellence, pioneering research and scientific discovery, and service to community. UAlbany's world-class faculty experts and approximately 17,500 students are creating new knowledge in fields such as artificial intelligence, semiconductor engineering, atmospheric and environmental sciences, cybersecurity, public health, public administration and social welfare while deepening our understanding of our world through scholarship and creative activity in the social sciences and humanities. As one of the most diverse public research institutions in the nation, the University is a national leader in public engagement, educational equity and social mobility. For over 180 years, UAlbany has molded bright, curious and engaged students and launched them toward success. 

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

Job Description:

The Project Manager provides leadership, coordination, and operational oversight for major academic events sponsored by the Office of the Provost. The position's primary responsibility is the planning and execution of Showcase, UAlbany's annual campus-wide celebration of student research, scholarship, and creative activity. Showcase is one of the university's largest academic events, involving extensive cross-campus collaboration and engaging thousands of students, faculty, staff, and community members. In 2026, Showcase featured more than 2,600 student participants delivering more than 1,700 presentations.

In addition to Showcase, the Project Manager oversees the logistics of other Provost's Office functions and activities throughout the year such as award ceremonies and faculty development activities, ensuring high-quality planning, effective coordination, and successful implementation. This role requires strategic planning and the ability to coordinate complex activities across multiple academic and administrative units.

Primary Responsibilities:

• Leadership and Strategic Coordination
  • Provide leadership and direction for Showcase and other major academic functions sponsored by the Provost's Office.
  • Serve as the central coordinating authority for major functions by the Provost's Office, ensuring alignment among academic units and administrative offices.
  • Establish and maintain effective working relationships with Deans, Department Chairs, faculty leaders, staff, and campus service units such as Office of Communication and Marketing, facilities, and catering to support function goals.
• Showcase Management
  • Work closely with the Associate Vice Provost for Faculty Success to lead all phases of Showcase planning, including promotion, submission, scheduling, venue coordination, logistics, communications, and day-of operations.
  • Organize planning meetings with the Showcase Steering Committee, College/School liaisons, guiding decision-making and maintaining project timelines.
  • Work closely with the Showcase Coordinator and Staff Assistant in Provost's Office to manage logistics, budget tracking, communications, and resource allocation.
  • Coordinate with various campus units to ensure seamless event execution.
  • Work closely with the Office of Communication and Marketing, Office of Government and Community Relations, and University Advancement to facilitate fundraising for Showcase and enhance Showcase visibility and impact.
  • Prepare the annual Showcase report and analyze post-event survey data to facilitate continuous improvement.
• Management of Additional Provost's Office Functions
  • Plan, coordinate, and execute other academic functions sponsored by the Provost's Office, such as faculty promotion and recognition ceremonies, faculty development events, Provost's Council meetings, academic forums, and other special functions.
  • Develop event strategies, timelines, communication plans, and operational frameworks tailored to each function's objectives.
  • Ensure consistency, quality, and alignment with institutional goals across all Provost's Office programming.
• Operational Oversight and Continuous Improvement
  • Maintain comprehensive planning documents, timelines, and operational records for all functions.
  • Oversee event-related communications, including promotional materials, outreach campaigns, and informational resources.
  • Conduct post-event surveys to facilitate continuous improvement
  • Identify opportunities to streamline processes, adopt new tools, and enhance event effectiveness.

Functional and Supervisory Relationships:

• Reports to: Associate Vice Provost for Faculty Success
• Supervises the following positions:  NO

Job Requirements:

• Demonstrated ability to lead cross-functional teams and coordinate large-scale projects.
• Excellent communication and interpersonal skills, with the ability to work effectively across diverse divisions and stakeholder groups.
• Ability to learn and adopt new software tools to support event management and communication.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Requirements:

Minimum Qualifications:

• Bachelor's degree from an accredited institution.
• Minimum of two years to three years of experience in conference/event planning, project management, or related professional work.

Preferred Qualifications:

• Professional experience working within higher education.
• Experience with data analysis, reporting, and assessment tools.

Working Environment:

• Typical office environment

Additional Information:

Professional Rank and Salary Grade: Senior Staff Assistant, SL3, $57,151-62,000.

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made.  If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=203047

Application Instructions:

Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

Note: After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Returning Applicants - Login to your UAlbany Careers Account to check your completed application.

Preference will be given to applications received by August 23.