Project Management Coordinator

Indiana University; Bloomington (IN); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical & dental insurance

Tuition assistance for IU courses

Paid holidays

Job summary

Indiana University is seeking an administrator in the Jacobs School of Music to coordinate faculty affairs, mentoring, onboarding, and advancement processes. The role supports a broad range of faculty programs and requires careful scheduling, documentation, and cross-team collaboration on campus.

The position is in-person on the IU Bloomington Campus, offering comprehensive benefits and a focus on timely, compliant execution of faculty initiatives. Prior university experience is preferred.

Qualifications

• Must have demonstrated project management skills.
• Excellent written and verbal communication.
• Strong collaboration and teamwork abilities.

Responsibilities

• Coordinate operational and strategic initiatives for faculty affairs.
• Develop schedules and monitor deadlines for projects.
• Maintain filing systems and official records.
• Support communication and liaise with chairs, faculty, administrators, external reviewers, mentors, and committee members.
• Onboard and mentor faculty; manage onboarding processes.
• Track participation and materials for reviews and milestones.

Skills

Project management

Written & verbal comms

Collaboration

Time management

Interpersonal skills

Education

High school diploma

Job description

JACOBS SCHOOL OF MUSIC (BL-MUS-IUBLA)

Department Specific Responsibilities

• Coordinates operational and strategic initiatives for the Associate Dean for Faculty Affairs, Research, and Creative Activity, including faculty orientation, mentoring, development programs, promotion and tenure, annual and post-tenure reviews, reappointments, sabbaticals, awards, and other faculty affairs initiatives.
• Develops and maintains project tracking systems, monitor deadlines, manage action items, and provide status updates to ensure timely completion of projects and processes.
• Drafts and distributes faculty affairs communications, process guidance, reminders, and requests for information.
• Serves as a liaison with department chairs, faculty, administrators, external reviewers, mentors, and committee members.
• Coordinates schedules, meetings, onboarding activities, committee processes, and the collection of materials needed to support faculty affairs programs and review processes.
• Administers faculty onboarding, mentoring, faculty development, review and advancement processes, and faculty award programs.
• Tracks participation, application materials, review documentation, committee activities, eDossier preparation, and processes milestones while following up on outstanding requirements and ensuring adherence to established timelines.
• Maintains electronic filing systems and official records for faculty 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 and compliance 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 the associate deans.

General Responsibilities

• Coordinates support for project management activities, resource allocation, and communication.
• Develops a schedule designed to meet necessary deadlines and communicates with team members.
• Monitors project progress and handles moderately complex issues that arise.
• Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project.
• Collaborates with cross functional teams with varying levels of seniority and experience to support various programs.
• Performs a variety of administrative skills and prepares correspondence related to the project.
• Maintains a detailed, organized file and records system.

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

• 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.

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.

Indiana University (IU) Bloomington Campus

This is an In-person position.

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: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Project 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 here which includes contact information.