Office Administrator (Project Manager Coordinator), IUMAA

Company: Indiana University
Location: Bloomington
Posted on: September 22, 2024

Job Description:

DepartmentIU MUSEUM OF ARCHAEOLOGY & ANT (BL-MAA-IUBLA)Department InformationIUMAA takes aspects of the former museum and the Laboratory of Archaeology and combines them into 1 cohesive experience. With an impactful long-term vision focusing on purposeful storytelling, stewarding collections, and bringing these items to communities, the IUMAA thoughtfully houses and displays over 5 million artifacts that span across a broad range of the human experience. The IUMAA is accessible for research as well as teaching and is culturally connected to our broader community through partnerships with Indigenous communities, advisory boards, and other IUMAA community members.Job SummaryThe Administrator will ensure the smooth operation of the Executive Director office, support external communication with various stakeholders, handling various administrative tasks, and manage schedules and Outlook calendars for the executive director's office, admissions and operations calendars, facilities rentals/events, and various stakeholders.Department-Specific Responsibilities

• Manages the Executive Director calendar, schedule appointments, and coordinate travel arrangements as requested.
• Prioritizes and manage time-sensitive commitments, ensuring optimal use of the Executive Director's time.
• Attends meetings, take accurate notes, transcribe notes into minutes, ensure confidentiality, and follow up on action items to ensure timely completion.
• Manages internal and external communication channels, responding to inquiries and requests in a timely manner.
• Assists the Business Manager with P-Card reconciliation, purchase orders, and expense reports.
• Maintains accurate administrative records, files, and databases, ensuring data integrity and confidentiality.
• Oversees the organization and maintenance of office supplies, equipment, and inventory, and ensure the office environment is clean, organized, and conducive to productive and welcoming workspace.
• Collaborates with the Learning and Community Engagement team and Operations team to provide logistical support for museum events, programs, workshops, and meetings.
• Welcomes visitors with a warm and friendly demeanor, providing information about exhibitions, programs, and museum amenities.
• Responds to visitor inquiries, provide directions, and offer recommendations to enhance their museum experience.
• Manages the front desk area, including answering phone calls, handling incoming inquiries, tracking attendance data, and maintaining a neat and organized reception space.
• Facilitates regular walk throughs of the exhibition and museum areas to reset area, ensure safety, and relay any exhibition needs to the curatorial department.
• Serves as the primary point of contact for external rental and IU internal facilities space scheduling inquiries, providing prompt and accurate information to potential clients.
• Conducts site tours to showcase available rental/scheduling spaces, amenities, and facilities.
• Prepares and negotiates rental agreements, contracts, and invoices with external IU clients, ensuring all terms and conditions are clearly communicated.
• Collaborates and coordinates logistics with clients to understand their event needs, including layout, technical requirements, catering, and special requests.
• Maintains regular communication with clients throughout the planning process, providing updates, addressing questions, and confirming details.
• Manages event budgets, track expenses, and ensure that rental fees and associated costs are collected in a timely manner.
• Assists with document preparation, formatting, proofreading, and data entry as needed.
• Other duties as assigned.General Responsibilities
  • Coordinates support for 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 moderately complex issues that arise.
  • Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project.
  • Collaborates with cross functional teams with varying levels of seniority and experience to support various programs.
  • Performs a variety of administrative skills and prepares correspondence related to the project.
  • Maintains a detailed, organized file and records system.QualificationsCombinations 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.EDUCATIONRequired
    • High school diploma or equivalent (such as HSED or GED)Preferred
      • Bachelor's degree in business administration, office management, communications, hospitality management, event planning, or related fieldWORK EXPERIENCERequired
        • 2 years of relevant experiencePreferred
          • Experience in event/program planning, facilities rental, scheduling, or hospitality managementSKILLSRequired
            • Demonstrates project management skills
            • Proficient communication skills
            • Excellent collaboration and team building skills
            • Demonstrates time management and priority setting skills
            • Effective interpersonal skillsPreferred
              • Demonstrates experience in office management and executive support, preferably within a museum or nonprofit environment
              • Excellent organizational skills, attention to detail, and the ability to prioritize tasks effectively.
              • Demonstrates experience working collaboratively with a diverse range of groups and organizations, and in community engagement and community led curricula development.
              • Experience and ability to observe and respond to various audiences of needs within an emergency and/or situations with conflicts (people: youth, adults, and large groups)
              • Experience in assisting with culturally complex, sensitive, or confidential projects - including a demonstrated ability to listen and deal empathetically with a wide range of people and cultural groups
              • Demonstrates understanding of discretion and confidentiality practices when working with culturally sensitive, complex, and/or confidential projectsWorking Conditions / DemandsThis 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 LocationBloomington, IndianaAdvertised SalaryUp to $ 22.00 per hourSalary plan and grade: PAA - 2PJThis is an CWA union covered positionBenefits OverviewFor 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 ClassificationCareer Level: IntermediateFLSA: NonexemptJob Function: General AdministrationJob Family: Project ManagementClick here to learn more about Indiana University's Job Framework.Posting DisclaimerThis 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 OpportunityIndiana 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 SecurityThe 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.Contact UsRequest SupportTelephone: 812-856-1234

Keywords: Indiana University, Bloomington , Office Administrator (Project Manager Coordinator), IUMAA, Administration, Clerical , Bloomington, Indiana