Program Management Specialist, Office of the Dean

Indiana University Bloomington; Bloomington (IN); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Comprehensive medical insurance

Dental insurance

Tuition subsidy for IU courses

Paid holidays and time off

Employee assistance program

Job summary

Indiana University Bloomington is seeking a Program Management Specialist to support strategic initiatives and the dean's office at the IU School of Optometry. This role helps build and execute priorities, new initiatives, and program development under the Director of Strategic Initiatives and Partnerships.

The role oversees dean's office support functions, progress reporting, and collaboration with faculty, staff, administration, and external partners to advance school objectives.

Qualifications

• Bachelor's degree required; education beyond minimum may substitute for experience.
• 2 years in a related field required; higher levels may substitute for education.
• Proven ability to communicate clearly in writing and parole with diverse stakeholders.
• Experience supporting a senior executive or dean-level leadership preferred.

Responsibilities

• Support planning and development of strategic priorities for the IU School of Optometry.
• Coordinate meetings, communications, and progress reports for the Dean's Office.
• Assist in plan implementation, data collection, and program evaluations.
• Prepare materials and arrange events for the Dean's Office and key stakeholders.
• Serve as liaison to faculty, staff, administration, and external partners.

Skills

Proficient communication

Time management

Attention to detail

Professionalism

Flexibility

Program development knowledge

Education

Bachelor's degree

Job description

Department

OPTOMETRY (BL-OPT-IUBLA)

Job Summary

The Program Management Specialist is responsible for supportingstrategic initiatives and the dean's office at the IndianaUniversity (IU) School of Optometry (IUSO). This role is a keycomponent to building and executing IUSO priorities, newinitiatives, and program development. Under the direction of theDirector of Strategic Initiatives and Partnerships at IUSO, thisrole oversees critical dean's office support functions and events,strategic plan progress and reporting, and utilizes programdevelopment strategies to execute new initiatives andprojects.

Department Specific Responsibilities

• Under the direction of the Director of Strategic Initiativesand Partnerships, assists in planning, implementing, and developingstrategic priorities for the IU School of Optometry and outreachareas, to support programs goals, mission, and strategy.
• Supports IU School of Optometry programs and initiativesincluding the 2023-2028 strategic plan, Clinical Research Services,Corporate Partners Program, and Rural Health partnerships.
• Designs, plans, and coordinates activities, meetings, andcommunications to ensure program goals and objectives are met.
• Participates in strategic plan implementation and supportsprogress towards plan goals.
• Responsible for performing duties necessary for programoperation, including tracking, developing reports, and maintainingprogram information and materials.
• Coordinates workflow processes and creates progressreports.
• Provides faculty, staff, and administration communications andserves as liaison to program participants, collaborators in otherunits, community partners, vendors, and the public. May recruit,schedule, and coordinate for internal stakeholders including IUSOfaculty, staff, administration and other personnel, as well asexternal community partners.
• Provides administrative support for Corporate Partners Program.Drafts required partner paperwork, completes required submissions,assists in gift tracking, etc.
• Serves as the primary point of contact to the Dean on a dailybasis with the Dean's staff, directors, School of Optometryfaculty, IU administrators and staff, and the general public.
• Handles the scheduling, appointments, correspondence, travelarrangements, and other administrative matters for the Dean.Arranges meetings for the Dean's calendar, booking rooms andmanaging stakeholder schedules and communications.
• Oversees smooth running of the Dean's Suite, making sure allfiles (both electronic and paper) are organized, maintained, andupdated.
• Manages information relating to faculty personnel and salaries,including organizing faculty annual reviews and annual faculty andadjunct faculty handbooks.
• Compiles and submits data and reports for the School'saccreditation.
• Responsible for administrative functions on faculty promotion,tenure, and onboarding processes.
• Plans, directs, and implements programs or events, includingthe creation of materials to support these events. Organizes andleads events specific to the Dean's office, including the annualfaculty retreat, in collaboration with the school´s eventcoordinator. Will arrange for venue, food, speakers, invitationsand communications, logistics, manage agenda, and takeminutes.

General Responsibilities

• Manages and administers assigned institutional programs andinitiatives that advance organizational capabilities, strategicpriorities, and university objectives.
• Develops and implements program plans, resources,communications, and operating procedures to support achievement ofprogram goals and consistent delivery of program services.
• Evaluates program performance using qualitative andquantitative data; identifies trends, risks, and improvementopportunities; and recommends solutions to enhance effectivenessand outcomes.
• Exercises independent judgment in interpreting programguidelines, resolving moderately complex issues, and determiningappropriate actions within established program parameters.
• Partners with stakeholders across departments and functionalareas to coordinate program activities, align priorities, andsupport achievement of shared objectives.
• Researches emerging practices, industry trends, andorganizational needs and recommends program enhancements,resources, and approaches that strengthen program impact andeffectiveness.
• Develops reports, presentations, and recommendations tocommunicate program progress, outcomes, risks, and opportunities toleadership and stakeholders.
• Leads or coordinates assigned program initiatives and specialefforts, monitoring implementation progress and recommendingadjustments to improve results.

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.

Preferred

• 3 years of office support or office management experiencesupporting a senior executive in a managerial capacity.
• Familiarity with business environment for field of Optometry orother allied health professions.
• Experience at IU or other higher education experience.

WORK EXPERIENCE

Required

• 2 years in related field.

Preferred

• 3 years of office support or office management experiencesupporting a senior executive in a managerial capacity.
• Familiarity with business environment for field of Optometry orother allied health professions.
• Experience at IU or other higher education experience.

SKILLS

Required

• Proficient 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, dynamicenvironment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even underpressure.

Preferred

• Ability to apply concepts of operations and program managementto ensure successful and timely activation of key programs.
• Knowledge of program development and management.

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. Theperson in this role must be able to perform the essential functionswith or without an accommodation.

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, 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)

Job Classification

Career Level: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

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

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on theadvertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for aminimum of 5 business days.

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.

Contact Us

Request Support

Telephone: [phone]