What are the responsibilities and job description for the Assistant Director, President's Office Administration (Project Management Specialist) position at Indiana University Bloomington?

Job Summary

The Assistant Director of President's Office Administration (Project Management Specialist) is a fast-paced position providing scheduling and logistical support for the President while supporting administrative functions of the Office of the President. The person in this position will confidently balance team and individual responsibilities while collaborating with a variety of stakeholders, ensuring collective success daily. The position will report to the Executive Director of President's Office Administration.

Department-Specific Responsibilities

Serves as the primary in-person staffer for the President at the Indianapolis location of the Office of the President, ensuring all logistics for daily engagements are accurately executed.
Collaborates on scheduling for the President, including arranging domestic and international travel.
Coordinates resources for the President's schedule, such as staffing, security, space, briefings, and communications.
Supports administrative functions of the office, such as correspondence, events, financial processing, file / data management, opening / closing, reception, inventory, and other areas as needed.
Assists with collecting, curating, analyzing, and reporting information.
Contributes to special projects as assigned and takes on responsibilities beyond the scope of the job description as needed.
Develops and manages relationships with a wide variety of internal and external university stakeholders, communicating with diplomacy, sensitivity, and timeliness.
Maintains confidentiality, discretion, and trust regarding sensitive matters.

General Responsibilities

Manages large projects of the most complex nature, from start to finish, ensuring on time completion within budget.

Analyzes, tracks, forecasts, and reports on project metrics and shortfalls.

Communicates ongoing changes in tasks, goals, or performance; supervises and trains project staff as needed.

Develops and maintains project schedules, goals, and communication.

Matrix manages teams to develop, evaluate, and revise project processes.

Collaborates with other departments to ensure that project objectives are achieved within established time frames.

Participates in client meetings, contract finalization, and development of requirements and specifications.

Provides guidance and support to less experienced peers.

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 in a relevant field

WORK EXPERIENCE

Required

5 years of relevant experience

Preferred

3 years of experience in higher education administration

Some experience in collecting, curating, analyzing, and reporting simple quantitative data

Some experience providing administrative support in a high-profile environment with courtesy, professionalism, diplomacy, efficiency, and confidentiality

SKILLS

Required

Ability to drive multiple projects to successful completion

Demonstrated project management skills

Proficient communication skills

Excellent organizational skills

Excellent collaboration and team building skills

Demonstrated time management and priority setting skills

Highly thorough and dependable

Ability to lead / manage others

Preferred

Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams

Excellent verbal and written communication skills, including with grammar, spelling, and composition

Well-organized and detail oriented

Proven interpersonal skills

Ability to work under moderate supervision

Ability to set own work sequence and pace within process limitations, as well as a self-starter with the ability to take direction and feedback from supervisor, as needed

Ability to take initiative, anticipate needs, and ensure consistent high-quality results

Ability to act promptly, during nontraditional hours, and follow through in response to requests

Working Conditions / Demands

The position requires communication (email, phone, text, etc.) outside of normal business hours and infrequent travel to other IU campuses.

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.

Additional Information

This role offers valuable experience in higher education leadership, resource management, and continuous professional development. The person in this position will be excited by the challenge of achieving competing goals, navigating uncertainty, reacting under pressure, and responding to difficult situations.

Work Location

Indianapolis, Indiana

IU Indianapolis campus

This is an in-person position.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including :

Comprehensive medical and dental insurance

Health savings account with generous IU contributions

Healthcare and dependent care flexible spending accounts

Basic group life insurance paid by IU

Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance

Base retirement plan with generous IU contributions, subject to vesting

Voluntary supplemental retirement plan options

Tuition subsidy for employees and family members taking IU courses

10 paid holidays plus a paid winter break each year

Generous paid time off plans

Paid leave for new parents and IU-sponsored volunteer events

Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level : Advanced

FLSA : Exempt

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 opportunity employer and provider of ADA services and prohibits discrimination in hiring.See Indiana University Notice of Non-Discrimination here which includes contact information.

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