Office Manager (Program Management Asst)

Indiana University; Indianapolis (IN); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Tuition subsidy

Generous paid time off

Job summary

Indiana University’s Office for Research Development (ORD) seeks a Program Management Assistant (Office Manager) to coordinate ORD’s Indianapolis and Bloomington operations and support delivery of ORD programs. The role reports to senior leadership and requires strong administrative and program coordination skills.

The candidate will maintain records, monitor progress, manage meetings, and liaise with faculty, staff, vendors, and visitors.

Qualifications

• 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.

Responsibilities

• Monitor program and project progress and follow up with stakeholders on delays.
• Coordinate administrative operations across ORD's Indianapolis and Bloomington offices.
• Maintain program documents, records, data, and reports.
• Serve as liaison between ORD and faculty, staff, campus partners, vendors, and visitors.

Skills

Communication skills

Professionalism

Time management

Initiative

Customer relationships

Flexibility

Attention to data quality

Education

High school diploma or equivalent

Bachelor's degree in related field

Tools

Microsoft Office

Google Workspace

Zoom

Teams

Scheduling tools

Job description

Department OFC OF IU RESEARCH (UA-VPRO-IUINA)Department Information Research Development Services (RDS) within the IU Research Office of Research Development comprises 3 primary functions: Corporate and Foundation Relations, Proposal Development Services, and Pre-Award Services. RDS provides targeted support to faculty pursuing strategic external funding. RDS facilitates connections with funders, aligns faculty strengths with funding priorities, and supports proposal development, submission, reporting, and stewardship. RDS collaborates closely with proposal-focused partners across IU, including the CTSI, Institute for Advanced Study, Social Science Research Commons, and departmental grant staff, to enhance institutional competitiveness.

Job Summary

The Office for Research Development (ORD) within IU Research at Indiana University seeks a Program Management Assistant, using the working title Office Manager, to coordinate administrative operations for ORD's Indianapolis and Bloomington offices and support the delivery of departmental programs.

Department-Specific Responsibilities

Monitors program and project progress, follows up with stakeholders on the completion or delay of program phases, schedules meetings and program activities, and maintains program documents, records, data, and reports. Supports research development tools, faculty-facing programming, routine transactions, and unit reporting. Reports to the Assistant Vice President for Research Development Services, with a dotted-line relationship to the Associate Vice President for Research Development. Coordinates administrative practice and coverage across 2 campuses, serves as an operational liaison to internal and external partners. May lead or oversee hourly staff or lower-level appointed staff. Works is performed with a low degree of direct supervision, within established university processes and procedures and with limited authority to deviate from them. Manages daily administrative operations across ORD's Indianapolis and Bloomington offices, maintaining consistent routines within university and unit procedures. Maintains shared office schedules, staff coverage, workspace assignments, supplies, mail/correspondence routing, and filing/records systems. Serves as first point of contact for the Indianapolis office, sharing reception duties with another administrative assistant. Provides strong leadership in addressing administrative and program questions across both offices, resolving routine operational issues and coordinating with building, facilities, and IT contacts as needed. Serves as the office's emergency contact/building representative for fire, severe weather, active shooter, and medical emergency protocols. Represents ORD on the IU Research administrative staff council. Keeps program and office records current and ensure materials move through on time. Provides scheduling and calendar support for unit leadership. Handles meeting logistics agendas, materials, notes, and follow-up items. Tracks program tasks, milestones, and deadlines; follow up with stakeholders on progress and flag delays; elevate unresolved issues as appropriate. Acts as a liaison between ORD and faculty, staff, students, campus partners, vendors, and visitors coordinating activities and responding to requests. Supports the systems and information ORD relies on for its programs. Researches and compiles information for ORD programs. Helps build out, populate, and maintain the funding opportunities database, faculty relationship management tool, productivity tools, and AI-enabled workflows. Maintains data entry standards and clean records; write user documentation; enter data; conduct routine audits. Checks data accuracy and resolve or elevate discrepancies. Handles financial and procurement tasks for both offices. Coordinates purchasing, payment processing, reimbursements, procurement card reconciliation, vendor setup, and event contracts/invoices. Maintains accurate transaction records and track each through to completion. Works with finance/business office partners to resolve routine issues. Monitors routine expenditures and prepare summaries for unit leadership on request. Supports offices in Indianapolis and Bloomington.

General Responsibilities

Conducts research and compiles materials and information for departmental programs. Prepares records of program activities; oversees and ensures the timely processing and delivery of required materials. Reviews the policies and procedures involved in departmental programs; suggests improvements; and ensures that rules comply with university standards. Analyzes data and information generated or produced by program; writes reports and other written materials based on this data. Verifies the accuracy of all data and information used or generated by program; resolves any discrepancies or problems. Responds to requests for program information by staff, students, and faculty; handles any necessary correspondence. Serves as liaison for department; coordinates activities and exchanges information.

Qualifications

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.

EDUCATION

RequiredHigh school diploma or equivalent (such as HSED or GED)PreferredBachelor's degree in related field

WORK EXPERIENCE

Required4 years of related work experience.PreferredExperience in administrative operations, program coordination, or project coordination in a university, research, nonprofit, government, or similarly complex organization.Experience coordinating meetings, trainings, workshops, retreats, or similar programs from planning through follow-up.Experience with purchasing, reimbursements, procurement card processes, vendor documentation, or routine financial records.Experience learning or supporting databases, customer or faculty relationship management systems, project management platforms, or other software tools, including data quality and user documentation.Experience supporting operations across multiple locations or campuses.Experience compiling metrics, reports, or dashboards for leadership audiences.Knowledge of Indiana University's academic community, research enterprise, and faculty achievements.

SKILLS

RequiredProficient written and verbal 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.Highly thorough and dependable.Possesses a high degree of initiative.Ability to build strong customer relationships.PreferredAdvanced working knowledge of administrative and program coordination practices.Ability to troubleshoot complex issues, sound judgment, strong communication and customer service skills, attention to data quality,.Professionalism to represent ORD to faculty, staff, campus partners, vendors, and visitors.Familiarity with Microsoft Office, Google Workspace, Zoom or Teams, scheduling tools, and other standard office productivity systems.Familiarity with generative AI tools and interest in applying approved tools to improve administrative and program workflows.

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. Regular travel between campuses is expected.

Work Location

Indianapolis, Indiana

Advertised Salary

$45,0000.00 - $55,000.00 based upon with experience.

Benefits Overview

• 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)

Job Classification

Career Level: MasteryFLSA: NonexemptJob Function: General AdministrationJob Family: Program Management

Equal Employment Opportunity

Equal Employment Opportunity Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

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