Program Management Specialist, Office of the Dean

Indiana University; Bloomington (IN); On-site; USD 52,000 - 72,000; Full time

Job summary

Indiana University’s School of Optometry seeks a Program Management Specialist to support strategic initiatives and the Dean's Office. This role drives program development, coordinates events, and maintains communications with faculty, staff, partners, and the public.

Under the Director of Strategic Initiatives and Partnerships, the role oversees reports, project tracking, and stakeholder coordination, ensuring alignment with the 2023-2028 strategic plan and accreditation activities.

Qualifications

• Bachelor's degree required.
• Minimum 2 years in related field.
• Preferred 3 years of office support for a senior executive.
• Familiarity with higher education environment.
• Experience at IU or other university preferred.

Responsibilities

• Assist in planning and developing strategic priorities for IU School of Optometry and outreach areas.
• Support programs and initiatives including the 2023-2028 strategic plan and related services.
• Design, plan, and coordinate activities, meetings, and communications to meet goals.
• Participate in plan implementation and monitor progress toward goals.
• Handle administrative duties for the Dean, including scheduling, travel, and correspondence.
• Maintain Dean's Suite and manage faculty personnel information and handbooks.
• Prepare data and reports for accreditation and faculty processes.
• Plan and execute programs/events, including faculty retreat and collaborations.

Skills

Written communication

Verbal communication

Professionalism

Time management

Quality focus

Flexibility

Knowledge acquisition

Accuracy

Program management

Education

Bachelor's degree

Job description

OPTOMETRY (BL-OPT-IUBLA)

The Program Management Specialist is responsible for supporting strategic initiatives and the dean's office at the Indiana University (IU) School of Optometry (IUSO). This role is a key component to building and executing IUSO priorities, new initiatives, and program development. Under the direction of the Director of Strategic Initiatives and Partnerships at IUSO, this role oversees critical dean's office support functions and events, strategic plan progress and reporting, and utilizes program development strategies to execute new initiatives and projects.

Department Specific Responsibilities

• Under the direction of the Director of Strategic Initiatives and Partnerships, assists in planning, implementing, and developing strategic priorities for the IU School of Optometry and outreach areas, to support programs goals, mission, and strategy.
• Supports IU School of Optometry programs and initiatives including the 2023-2028 strategic plan, Clinical Research Services, Corporate Partners Program, and Rural Health partnerships.
• Designs, plans, and coordinates activities, meetings, and communications to ensure program goals and objectives are met.
• Participates in strategic plan implementation and supports progress towards plan goals.
• Responsible for performing duties necessary for program operation, including tracking, developing reports, and maintaining program information and materials.
• Coordinates workflow processes and creates progress reports.
• Provides faculty, staff, and administration communications and serves as liaison to program participants, collaborators in other units, community partners, vendors, and the public. May recruit, schedule, and coordinate for internal stakeholders including IUSO faculty, staff, administration and other personnel, as well as external 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 daily basis with the Dean's staff, directors, School of Optometry faculty, IU administrators and staff, and the general public.
• Handles the scheduling, appointments, correspondence, travel arrangements, and other administrative matters for the Dean. Arranges meetings for the Dean's calendar, booking rooms and managing stakeholder schedules and communications.
• Oversees smooth running of the Dean's Suite, making sure all files (both electronic and paper) are organized, maintained, and updated.
• Manages information relating to faculty personnel and salaries, including organizing faculty annual reviews and annual faculty and adjunct faculty handbooks.
• Compiles and submits data and reports for the School's accreditation.
• Responsible for administrative functions on faculty promotion, tenure, and onboarding processes.
• Plans, directs, and implements programs or events, including the creation of materials to support these events. Organizes and leads events specific to the Dean's office, including the annual faculty retreat, in collaboration with the school´s event coordinator. Will arrange for venue, food, speakers, invitations and communications, logistics, manage agenda, and take minutes.

General Responsibilities

• Manages and administers assigned institutional programs and initiatives that advance organizational capabilities, strategic priorities, and university objectives.
• Develops and implements program plans, resources, communications, and operating procedures to support achievement of program goals and consistent delivery of program services.
• Evaluates program performance using qualitative and quantitative data; identifies trends, risks, and improvement opportunities; and recommends solutions to enhance effectiveness and outcomes.
• Exercises independent judgment in interpreting program guidelines, resolving moderately complex issues, and determining appropriate actions within established program parameters.
• Partners with stakeholders across departments and functional areas to coordinate program activities, align priorities, and support achievement of shared objectives.
• Researches emerging practices, industry trends, and organizational needs and recommends program enhancements, resources, and approaches that strengthen program impact and effectiveness.
• Develops reports, presentations, and recommendations to communicate program progress, outcomes, risks, and opportunities to leadership and stakeholders.
• Leads or coordinates assigned program initiatives and special efforts, monitoring implementation progress and recommending adjustments to improve results.

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

Required

• Bachelor's degree.

WORK EXPERIENCE

Required

• 2 years in related field.

Preferred

• 3 years of office support or office management experience supporting a senior executive in a managerial capacity.
• Familiarity with business environment for field of Optometry or other 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, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.

Preferred

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

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.

For full-time staff employees, Indiana University offers a wide array 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, 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)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

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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.

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