Events Specialist and Administrative Coordinator (Program Management Specialist), Office of the

The Goddard School of Deerfield; Bloomington (IN); On-site; USD 47,000 - 57,000; Full time

Benefits offered by this job

Medical and dental insurance

Health savings account (HSA)

Tuition subsidy for employees and/or a

Paid holidays

Retirement plan with IU contributions

Job summary

Indiana University in Bloomington seeks a versatile administrator to handle general administrative duties and coordinate over 100 annual campus events. The role requires independent prioritization and the ability to manage interruptions from ad hoc requests or visitors.

The position emphasizes executive calendar management, high-level customer service, and collaboration with diverse campus units to ensure successful event outcomes.

Qualifications

• Bachelor's degree required; education or experience may substitute for each other.
• Two years of administrative and/or event planning experience preferred.
• Possess a valid driver's license preferred.

Responsibilities

• Provides direct support and is responsible for dedicated projects and initiatives for the OVPFAA and Academic Affairs.
• Executive calendar management for campus administrators appointed within OVPFAA.
• Fields questions from the IUB campus and beyond by co-managing a high-volume group email account.
• Event management for 100+ events per year including intake, reservations, RSVP management, marketing/media, check-in and improvements.
• Works with vendors and staff to ensure timely delivery of goods and services for events.
• Interfaces with marketing and communications regarding calendar of events and publicity.
• Setup, coordination, and execution for over 100 campus events.

Skills

Proficient communication skills

Maintains professionalism

Time management

Priority setting

Quality focus

Flexibility

Team collaboration

Project management

Customer service

Education

Bachelor's degree

Tools

Salesforce

SiteImprove

LiveWhale

Microsoft Excel

Job description

Department

VICE PROVOST FOR FACULTY AFFAI (BL-VPFA-IUBLA)

Department Information

The Office of the Vice Provost for Faculty and Academic Affairs(OVPFAA) supports faculty across the full span of their academiccareers from recruitment through retirement. Its mission is toenrich the campus community by advancing the centrality of theacademic mission, advocating for faculty, and enhancing excellencein teaching and learning. OVPFAA works collaboratively with campuspartners to ensure strong faculty support systems and a thrivingacademic environment.

Job Summary

Duties are divided between administrative generalist duties andevent planning/coordination of 100+ annual events which support theentire Bloomington campus faculty population. Independent decisionmaking, establishment and continuation of campus-wide partnerships,and a high-level of customer service skills are all an integralpart of this position. A person in this role should be accustomedto consistent interruption for ad hoc requests or visitors andexercise independent prioritization needed to ensure all projectsare through to completion.

Department Specific Responsibilities

• Provides direct support and is responsible for dedicatedprojects and initiatives for the Office of the Vice Provost forFaculty (OVPFAA) and Academic Affairs.
• Executive calendar management for campus administratorsappointed within OVPFAA.
• Fields questions from the IUB campus and beyond by co-managinga high-volume group email account.
• Works independently on projects assigned by Vice Provost. Mayinclude report analysis, letters, presentation creation (slide deckor reports).
• Assists with administrative requests from Academic PersonnelPolicies and Services Office (within OVPFAA) as needed. Requestsmay include updates to forms/applications used campus wide.
• Schedule F100 candidate meetings with AVPs throughout the year.May assist with escorting candidates.
• In-person presence at OVPFAA reference desk station. Thisposition is often the first person encountered when visitingOVPFAA. The individual fields in-person inquiries and assists asappropriate.
• Event management for 100+ events per year. This includes intakeof event information from host, space and catering reservations,RSVP management, marketing/media, check-in/welcome station forparticipants up to tracking suggested event improvements for futureimplementation in recurring events.
• Consults with internal and external constituencies to planevent timelines and specifications.
• Works closely with vendors and staff to ensure goods andservices arrive timely and in acceptable condition for events.
• Interfaces with marketing and communications colleaguesregarding calendar of events and event publicity.
• Responsible for setup, coordination, and execution (includingdelivering materials) to over 100 events annual that occur all overcampus.

General Responsibilities

• Collaborates with team members to develop program objectivesand create policies to meet them.
• Coordinates program operation with all collaborativeunits.
• Monitors progress and maintains all necessary data bases.
• Actively recruits program participants and researches newvenues and methods of recruitment.
• May provide guidance to support and temporary staff andcoordinates workflow for the program.
• Researches available grants and assists creating fundingproposals that further advance support of the program.
• Writes grant reports.
• Administers program budgets.

Qualifications

Combinations of related education and experience may beconsidered. Education beyond the minimum required may besubstituted for work experience. Work experience beyond the minimumrequired may be substituted for education.

Education

Required

• Bachelor's degree.

Work Experience

Preferred

• 2 years of administrative and/or event planning experience

Licenses and Certificates

Preferred

• Possess a valid driver's license with the ability to be insuredby 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, dynamicenvironment.
• Seeks to acquire knowledge in area of specialty.

Preferred

• Ability to drive multiple projects to completion
• Demonstrates project management skills
• Excellent organizational skills and acute attention todetail
• Excellent collaboration and team building skills
• Demonstrates time management and priority setting skills
• Highly thorough and dependable
• Ability to work in open-office environment withinterruptions
• Ability to work in fast-paced, high-volume office
• Knowledge and experience using Salesforce, SiteImprove,LiveWhale, and Microsoft Excel
• Ability to drive to locations for event/office supplies, andmeeting/event locations

Working Conditions / Demands

This role requires the ability to effectively communicate and tooperate a computer and other standard office productivityequipment. The position involves sedentary work as well as periodsof time moving around an office environment and the campus. Movingup to items weighing up to 25 pounds: Office supplies, eventmaterials. Occasional driving to pick up event supplies or travelto event location. The person in this role must be able to performthe essential functions with or without accommodation.

Work Location

Bloomington, Indiana

This is an in-person position.

Advertised Salary

Up to $52,000 per year based on experience

Benefits Overview

For full-time staff employees, Indiana University offers a widearray 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, criticalillness, and supplemental accidental death & dismembermentinsurance
• Base retirement plan with generous IU contributions, subject tovesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IUcourses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteerevents
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IUBenefit Programs Brochure .

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

Click here to learn more about Indiana University'sJob Framework.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider ofADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discriminationhere which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policystatements, crime and fire statistics for all Indiana Universitycampuses, is available online . You may also request aphysical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.