Executive Administrative Specialist to the Dean (Project Management Specialist)

Company: Indiana University
Location: Bloomington
Posted on: March 19, 2023

Job Description:

DepartmentJACOBS SCHOOL OF MUSIC (BL-MUS-IUBLA)Department InformationExplore the Jacobs School of Music (JSoM).Job SummaryDepartment Specific Responsibilities

• Serves as special assistant, close counsel, and advisor to the Dean.
• Establishes priorities and agendas, schedules meetings and events, researches meeting topics.
• Manages all operational activities of the Office of the Dean.
• Works closely with the executive leadership team on strategic initiatives, projects, and matters of interest to the Dean and the School. Actively participates in various committees where the strategy, mission, vision and goals are discussed.
• Engages and liaises with university offices and departments (including VPFAA, IU Foundation), faculty, retired faculty, and key (VIP) constituents of JSoM, as well as parents, students, and the public.
• Leads, oversees and executes a portfolio of special projects and high-profile events for the Office of the Dean and is responsible for all aspects, including planning and design, direction, delegation, communication, implementation, and successful execution. This includes a mixed, ever-changing portfolio including campus-wide and JSoM initiatives, committees, projects and high-profile events and activities to include, but not limited to the JSoM Innovation Committee, The National Association of Schools of Music, national competitions, and hosting Honorary Doctorate Candidates, world-renown faculty and visiting national and international dignitaries and is the liaison to campus for university-wide initiatives and projects. General Responsibilities
  • Manages medium to large projects, from start to finish, ensuring on time completion within budget.
  • Develops project plan(s) and efficiently analyzes, tracks, forecasts, and reports on project metrics and shortfalls.
  • Coordinates and facilitates efforts of project team(s) consisting of various staff and hourly employees.
  • Communicates ongoing changes in tasks, goals, or performance.
  • Collaborates to ensure that project objectives are achieved within established time frames.
  • Participates in client meetings, vendor/contract decisions, and development of project requirements and specifications.
  • May provide guidance and support to less experienced peers. QualificationsEDUCATIONRequired
    • Bachelor's degree in relevant fieldWORK EXPERIENCERequired
      • 2 years of relevant experiencePreferred
        • 2 years experience in higher educationCombinations of related education and experience may be consideredSKILLSRequired
          • Ability to drive multiple projects to successful completion
          • Demonstrates project management skills
          • Proficient communication skills
          • Excellent organizational skills
          • Excellent collaboration and team building skills
          • Demonstrates time management and priority setting skills
          • Highly thorough and dependable Working 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 LocationIU Bloomington campusBloomington, IndianaThis is an in-person 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: CareerFLSA: ExemptJob Function: General AdministrationJob Family: Project ManagementClick here to learn more about Indiana University's Job Framework.Posting DisclaimerDue to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time. 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.New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.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 or by visiting IUPD.Contact UsRequest SupportTelephone:

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