Project Management Coordinator

For information about the department, please visit: Office of Academic Affairs Job Summary Department-Specific Responsibilities Provides high-level, specific support for the Office of Academic Affairs (OAA) programs, projects, and leadership including Senior Associate Vice Chancellor, Assistant Vice Chancellor for Faculty Affairs, Director of Faculty DEI, and other OAA staff. Coordinates and plans programs and activities. Manages information requests, event registration, and reservations. Creates requisitions for approval, tracks attendance, administers surveys, collects and analyzes data, writes meeting minutes, edits web site and web-based forms, and communicates with various audiences using a variety of mediums. Provides administrative planning, organizing, and support for multiple programs. Supports communication and provides technical assistance. Schedules individual and group meetings. Prepares meeting materials. Provides communication and administrative support for faculty affairs process; including drafting letters, database management, build and retain knowledge of policies and procedures, reappointments, pay guidelines, sabbatical leaves, faculty policies, etc.; proofs communication materials and disseminate appropriately. Uses independent judgement and initiative to support academic affairs administrators and faculty fellows in scheduling, conflict resolution, communication, administrative tasks, and special projects Handles confidential correspondence and serve ass a back-up for administrative staff to greet visitors and provide customer service in-person and via phone and email. General Responsibilities Provides experienced assistance with project management activities, resource allocation, and communication. Develops a schedule designed to meet necessary deadlines and communicates with team members. Monitors project progress and handles highly complex issues that arise. Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project. Allocates tasks and assignments to lower-level appointed staff and monitors their performance. Performs a variety of administrative skills and prepares correspondence related to the project. Qualifications Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education. EDUCATION Required High school diploma or equivalent (such as HSED or GED). WORK EXPERIENCE Required 4 years of relevant experience. SKILLS Required Demonstrated project management skills. Proficient communication skills. Excellent collaboration and team building skills. Demonstrated time management and priority setting skills. Effective interpersonal skills. Ability to lead/manage others. Ability to drive multiple projects to successful completion. Preferred Ability to make independent, spontaneous decisions based on a high level of judgement and reasoning. Excellent attention to detail. Ability to take into consideration all facts and with clear understanding of the scope of impact and workflow support. Exhibits good moral and ethical behavior in fast-paced and sometimes stressful situations. Ability to maintain a high degree of professionalism in all interactions with internal and external customers and peers. Demonstrates consistent and high degree of productivity and accuracy in daily work. Ability to communicate and maintain consistent contact for guidance and feedback on all matters related to the position responsibilities. Working Conditions / Demands This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation. Work Location IU Indianapolis, campus Indianapolis, Indiana Advertised Salary $45,000 - $48,000 per year based on experience. Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including: Multiple plan options for medical insurance Dental insurance Health Savings Account with generous IU contribution Life insurance, LTD, and AD&D options Base retirement plan contribution from IU, subject to vesting Additional supplemental retirement plan options Tuition benefit for IU classes 10 paid holidays per year Generous Paid Time Off Paid Parental Leave Employee Assistance Program (EAP) Learn more about our benefits by reviewing our online Benefits Brochure . Job Classification Career Level: Mastery FLSA: Nonexempt Job Function: General Administration Job Family: Project Management Click here to learn more about Indiana University's Job Framework. Posting Disclaimer This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date. If you wish to include a cover letter, you may include it with your resume when uploading attachments. Equal Employment Opportunity Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information . Campus Safety and Security The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD. 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Created: 2024-10-19