Executive Assistant to the Dean (Program Management Specialist)

Indiana University Bloomington; Bloomington (IN); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive medical and dental insurance

Tuition subsidy for employees and family members

Generous paid time off plans

Employee assistance program (EAP)

Job summary

Indiana University Bloomington is seeking an Executive Assistant to the Dean for the School of Public Health in Bloomington. This role is essential for managing the Dean’s calendar, drafting correspondence, and serving as a liaison for stakeholders. The position demands strong communication skills and the ability to multitask in a dynamic environment.

The ideal candidate will possess a Bachelor’s degree and have a commitment to quality. Benefits include comprehensive medical insurance, flexible spending accounts, and paid time off.

Qualifications

• Proficient written and verbal communication skills.
• Demonstrated time-management and priority-setting skills.
• Exceptional organizational skills and sound judgment.

Responsibilities

• Manage the Dean’s calendar, meetings, travel, and scheduling priorities.
• Draft correspondence and other communications.
• Coordinate meetings, events, and related logistics for the Dean.

Skills

Proficient written and verbal communication skills

High commitment to quality

Demonstrated time-management skills

Exceptional organizational skills

Education

Bachelor’s degree

Job description

Executive Assistant to the Dean – School of Public Health, Bloomington

The School of Public Health – Bloomington (SPH-B) is the third largest school on the campus, serving over 4,000 undergraduate and 500 graduate students, 220 faculty, and 130 staff across five departments. The Dean’s Office provides key administrative and operational support to the school’s leadership. The Executive Assistant to the Dean is a primary point of contact for internal and external stakeholders, manages a complex calendar and scheduling priorities, and drafts correspondence on behalf of the Dean.

Department‑Specific Responsibilities

• Manage the Dean’s calendar, meetings, travel, and scheduling priorities.
• Draft and prepare letters of recommendation, correspondence, and other communications.
• Serve as a liaison between the Dean’s Office and internal and external stakeholders.
• Coordinate meetings, events, and related logistics for the Dean.
• Track and manage conflict‑of‑interest disclosures and related documentation.
• Maintain confidential records and support the timely completion of administrative priorities.

General Responsibilities

• Collaborate with team members to develop program objectives and create policies to meet them.
• Coordinate program operation with collaborative units.
• Monitor progress and maintain necessary databases.
• Recruit program participants and research new venues and methods of recruitment.
• Provide guidance to support and temporary staff and coordinate workflow for the program.
• Research available grants and assist in creating funding proposals that further advance program support.
• Write grant reports.
• Administer program budgets.

Education and Experience

• Bachelor’s degree.

• Combination of related education and experience may be considered; education beyond the minimum may substitute for work experience and vice versa.

Skills – Required

• Proficient written and verbal communication skills.
• Maintain a high degree of professionalism.
• Demonstrated time‑management and priority‑setting skills.
• High commitment to quality.
• Flexibility to work in a fast‑paced, dynamic environment.
• Motivation to acquire knowledge in the area of specialty.

Skills – Preferred

• Exceptional organizational skills.
• Sound judgment and discretion in handling confidential information.
• Ability to manage multiple priorities in a fast‑paced academic environment while supporting the strategic goals and mission of the School.

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.

Benefits

• 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)

Additional Information

Career Level: Core
FLSA: Exempt
Job Function: General Administration
Job Family: Program Management

Indiana University is an equal‑opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non‑Discrimination for contact information.