Program Management Specialist

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Job description

Department

ARTS & SCIENCES; DEAN (BL-ARSD-IUBLA)

Department Information

The College of Arts and Sciences, Office of Advancement handles development, stewardship, and alumni relations.

The College of Arts and Sciences is the largest academic unit at Indiana University Bloomington. It is composed of 40+ departments, 50+ Centers, Programs, and Institutes, while also including the Eskenazi School of Art, Architecture and Design, the Hamilton Lugar School of Global and International Studies, and The Media School. Faculty in the College teach over 50 percent of the Indiana University (Bloomington) credit hours in 80+ buildings on the Bloomington campus.

The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission.

Job Summary

Department-Specific Responsibilities

• Provides administrative and accounting support to the Office of Advancement.
• Manages and maintains information on a monthly and year-to-year basis.
• Tracks expenditures and reconciles expense transactions with monthly account statements; investigates and resolves any discrepancies.
• Processes fund transfers between the Indiana University Foundation and the College's fund accounts; assists in oversight of key College accounts to ensure appropriate usage.
• Designs, manages, and maintains spreadsheets.
• Prepares financial reports.
• Provides support for other office duties as determined and designated by the Executive Director of Advancement.
• Processes all representation expenses for the Office of Advancement and the College's Dean's Office as appropriate, and other College units as appropriate with the IU Foundation.
• Verifies expense eligibility and ensure requests comply with IU and IUF policies. Responds to inquiries regarding procedures or status of reimbursement.
• Processes and maintains all office equipment maintenance contracts and equipment service requests.
• Assists with Office of Advancement's alumni/donor events as needed.

General Responsibilities

• Plans, directs and implements programs or events, including the creation of materials to support these events.
• Provides staff communications and serves as liaison to program participants, collaborators in other units, community partners, vendors and the public; approves staff purchase requests; arranges staff travel, accommodations, and research activities.
• Provides mechanisms, training, and advice on a variety of issues such as budget management software and advanced strategies for timely spending of grant funds. May be responsible for meeting revenue targets.
• Recruits, trains, directs, schedules, and evaluates faculty and staff partners, students and volunteers. Mentors, serves as a resource and provides guidance to team staff members as needed.
• Researches available grants and works closely with managers to identify funding needs and potential sources, creates grant proposals that further advance support of the program and program participants; May be responsible for meeting revenue targets.
• Constructs and administers program budgets and approves spending. Tracks progress on deliverables, analyzes data on projected spending and prepares reports for higher management and funding sources.
• Keeps abreast of best practices to recommend policies and procedures that deliver a quality program experience.

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

• Bachelor's degree

WORK EXPERIENCE

Required

• 2 years in related field

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrated time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Seeks to acquire knowledge in area of specialty
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure

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

Bloomington, Indiana

Advertised Salary

$45,000 - $47,500

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: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Program 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.

Contact Us

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