Department
VICE PROVOST FOR FACULTY AFFAI (BL-VPFA-IUBLA)
Department Information
The Office of the Vice Provost for Faculty and Academic Affairs is responsible for working to enrich our campus community by furthering the primacy of the academic mission, advocating faculty, and enhancing teaching and learning.
Job Summary
The Executive Assistant and Program Manager role oversees events and training, and coordinates with relevant campus constituencies at all stages of the projects. They perform duties necessary for program operation, managing calendars, scheduling meetings, advising and tracking projects, developing reports and budgets, maintaining program's informational material, and providing supervision to assigned staff.
Department Specific Responsibilities
- Serves as Executive Assistant to the vice provost.
- Manages day-to-day operations of the office, including, but not limited to maintaining all aspects of the Vice Provost for Faculty and Academic Affairs calendar and providing briefs for all upcoming meetings.
- Exercises judgment, discretion, and maintains the highest degree of confidentiality in referring inquiries, resolving problems, and researching requests for information.
- Works in partnership with units across campus to develop plans for and coordinate the implementation of training, workshops, and initiatives.
- Tracks operational and outcomes data/metrics on key strategic planning projects to assist the Vice Provost for Faculty and Academic Affairs to achieve strategic goals.
- Manages large projects of the most complex nature, from start to finish, ensuring on time completion within budget.
- Synthesizes information for project teams, including information from meetings, to ensure that projects move forward in a timely manner and that project teams and decision-makers have the information they need for successful outcomes.
- Works independently and in a team environment to organize and produce high quality and actionable content and deliverables, such as committee reports, email communication, and other materials necessary to move projects and decision-making forward.
- Builds and maintains high-level relationships with a wide variety of stakeholders across the campus and university, including campus leadership, faculty, staff, and students.
- Works independently and within teams to prioritize, manage, and coordinate multiple ongoing projects and tasks while satisfactorily meeting deadlines and desired outcomes.
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 the 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 serve as a resource and provide guidance to team staff members as needed.
- Research 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 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
WORK EXPERIENCE
Required
Preferred
- 3 years of experience in higher education administration in a large public research university
- 3 years at Indiana University
LICENSES AND CERTIFICATIONS
Required
- Valid driver's license with the ability to be insured by Indiana University
SKILLS
Required
- Proficient communication skills
- Maintains a high degree of professionalism
- Demonstrates 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
Preferred
- Ability to synthesize information from multiple stakeholders and perspectives
- Ability to drive multiple projects to successful completion
- Demonstrated project management skills
- Excellent collaboration and team building skills
- Demonstrates time management and priority setting skills
- Excellent organizational skills
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 move items weighing up to 50 pounds often as they help to prepare for different events. This role involves travel to other locations. The person in this role must be able to perform the essential functions with or without accommodation.
Work Location
Bloomington, Indiana
This is an in-person position
Advertised Salary
$52,000 - $60,000 per year, based on education and work experience
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: Career
FLSA: Exempt
Job Function: General Administration
Job Family: Program Management
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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.
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 iups@iu.edu or by visiting IUPD.
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Telephone: 812-856-1234
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