Project Management Coordinator

Indiana University Bloomington; Bloomington (IN); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Tuition subsidy

Paid holidays

Job summary

Indiana University Bloomington's Jacobs School of Music seeks an administrative professional to support the Associate Dean for Faculty Affairs, Research, and Creative Activity. The role covers orientation, mentoring, development programs, promotions and tenure processes.

Responsibilities include developing and maintaining project tracking systems, monitoring deadlines, drafting communications, coordinating schedules and onboarding, and serving as a liaison with chairs, faculty, administrators,

Qualifications

• High school diploma or equivalent (GED/HSED).
• 2 years of relevant experience.
• Experience in faculty affairs within a university setting (preferred).
• Demonstrated project management and communication skills.

Responsibilities

• Coordinates initiatives for the Associate Dean for Faculty Affairs, including orientation, mentoring, development programs, promotions and tenure.
• Develops and maintains project tracking systems and monitors deadlines.
• Drafts and distributes faculty affairs communications and guidance.
• Acts as a liaison with chairs, faculty, administrators, external reviewers, mentors, and committee members.
• Coordinates schedules, onboarding activities, committee processes, and materials for faculty programs.
• Maintains electronic records for faculty programs and ensures compliance.

Skills

Project management

Written communication

Verbal communication

Collaboration

Time management

Education

High school diploma or equivalent

Job description

Department

JACOBS SCHOOL OF MUSIC (BL-MUS-IUBLA)

Job Summary

Department Specific Responsibilities

• Coordinates operational and strategic initiatives for theAssociate Dean for Faculty Affairs, Research, and CreativeActivity, including faculty orientation, mentoring, developmentprograms, promotion and tenure, annual and post-tenure reviews,reappointments, sabbaticals, awards, and other faculty affairsinitiatives.
• Develops and maintains project tracking systems, monitordeadlines, manage action items, and provide status updates toensure timely completion of projects and processes.
• Drafts and distributes faculty affairs communications, processguidance, reminders, and requests for information.
• Serves as a liaison with department chairs, faculty,administrators, external reviewers, mentors, and committeemembers.
• Coordinates schedules, meetings, onboarding activities,committee processes, and the collection of materials needed tosupport faculty affairs programs and review processes.
• Administers faculty onboarding, mentoring, faculty development,review and advancement processes, and faculty award programs.
• Tracks participation, application materials, reviewdocumentation, committee activities, eDossier preparation, andprocesses milestones while following up on outstanding requirementsand ensuring adherence to established timelines.
• Maintains electronic filing systems and official records forfaculty affairs programs and processes.
• Manages documentation, correspondence, forms, templates,websites, and related resources to ensure records are accurate,accessible, and retained in accordance with operational andcompliance requirements.
• Works with the office manager to ensure smooth operations
• Maintains scheduling and upkeep of conference rooms.
• Monitors and responds to Dean's Office emails.
• Orders supplies and other purchases for the Dean's office;Greeting visitors, and responds to questions from faculty,students, staff, and guests.
• Works collaboratively on a team of specialists who assist theassociate deans.

General Responsibilities

• Coordinates support for project management activities, resourceallocation, and communication.
• Develops a schedule designed to meet necessary deadlines andcommunicates with team members.
• Monitors project progress and handles moderately complex issuesthat arise.
• Ensures projects adhere to frameworks and all documentation ismaintained appropriately for each project.
• Collaborates with cross functional teams with varying levels ofseniority and experience to support various programs.
• Performs a variety of administrative skills and preparescorrespondence related to the project.
• Maintains a detailed, organized file and records system.

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

• High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

• 2 years of relevant experience.

Preferred

• Experience in faculty affairs within a university setting.

SKILLS

Required

• Demonstrated project management skills.
• Proficient written and verbal communication skills.
• Excellent collaboration and team building skills.
• Demonstrates time management and priority setting skills.
• Effective interpersonal skills.

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.

Work Location

Indiana University (IU) Bloomington Campus

This is an In-person position.

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: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Project 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 policy statements, crime and fire statistics for all Indiana Universitycampuses, is available online . You may also request a physical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

Contact Us

Request Support

Telephone: [phone]