Executive Assistant to the Executive Dean (Program Management Specialist)
Indiana University Purdue University Indianapolis (IUPUI)
Location: Bloomington, Indiana,
Internal Number: 307457
ARTS & SCIENCES; DEAN (BL-ARSD-IUBLA)
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 and the College occupies about 1.3 million square feet of space 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.
Serves as Executive Assistant to the Executive Dean of IU?s College of Arts and Sciences, and as such, engages and liaises with various university offices and departments, chairs, directors, faculty, key (VIP) constituents, staff, as well as students, parents, other members of the IU community, and the public.
Exercises judgment, discretion, and maintains the highest degree of confidentiality in referring inquiries, resolving problems, and researching requests for information.
Manages the Executive Dean's calendar. Briefs Executive Dean on all appointments and meetings. Initiates meeting summaries.
Screens all correspondence; initiates response on behalf of the dean, or refers to other administrators where appropriate.
Prepares communications to the dean's staff and ensure deadlines are met.
Researches and develops preparatory materials for each of the Dean's meetings.
Coordinates annual conferences and monthly meetings with chairs and directors; researches agenda issues and develops agendas.
Serves as primary point of contact to the executive dean with other deans, chairs, directors, College faculty, staff, IU leadership, and the general public.
Serves as a member of the administrative leadership team which entails providing coordination, direction and consultation with other senior leaders of the College, as well as staff, faculty chairs, and others on matters of interest to the Executive Dean.
Plans, directs and implements programs, and events for the Executive Dean's Office, including communication and the creation of materials to support these events.
Requires high level, focused and complex planning, coordination, communication, timeline establishment and adherence.
Responsible for successfully overseeing and tracking College-initiated projects from start to finish.
Leads and executes special projects. Performs necessary research, gathers and prepares data, performs preliminary analysis and provides recommendations. Researches policies and procedures on a broad range of topics at other Big Ten Academic Alliance institutions; analyzes material and summarizes in report to the Executive Dean.
Oversees the annual faculty tenure review process for the College and coordinates the annual review of chairs and directors. Analyzes dossiers and assigns to appropriate review committee personnel. Reviews each dossier to ensure compliance with university, campus, and college policies. Provides expert advice to department chairs, tenure candidates, the Dean, and the College Tenure Committee on policies and procedures. Attends all meetings and writes executive case summaries for the dean. Coordinates appeals, assists dean with grievances.
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.
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.
2 years in related field
5 years in a related field
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
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.
$55,000 - $64,000 annually
For full-time staff employees, Indiana University offers a wide array of benefits including:
Multiple plan options for medical insurance
Health Savings Account with generous IU contribution
Life insurance, LTD, and AD&D options
Base retirement plan contribution from IU, subject to vesting
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 email@example.com or by visiting IUPD.
About Indiana University Purdue University Indianapolis (IUPUI)
IUPUI, a partnership between Indiana and Purdue universities, is Indiana’s urban research and academic health sciences campus.IUPUI’s mission is to advance the state of Indiana and the intellectual growth of its citizens to the highest levels nationally and internationally through research and creative activity, teaching and learning, and civic engagement.By offering a distinctive range of bachelor’s, master’s, professional, and Ph.D. degrees, IUPUI promotes the educational, cultural, and economic development of central Indiana and beyond through innovative collaborations, external partnerships, and a strong commitment to diversity.