Program Management Specialist, Office of First Year Experience Programs at Indiana University in Bloomington, Indiana

Posted in Other 9 days ago.

Job Description:



Department Information

The Office of Enrollment Management serves Indiana University Bloomington by recruiting, enrolling, and serving the undergraduate population. We are deeply committed to transforming students' lives through access, engagement, and success while becoming the most innovative, strategic, and visionary enrollment management team in the nation. With a strong focus on diversity and excellent service, OEM works with campus partners to make IU Bloomington the best university possible.

The Office of First Year Experience Programs (FYE) influences and supports first year student success through the collaborative coordination and delivery of programs, resources, and services designed to guide and enhance student engagement. Programs within FYE include New Student Orientation (NSO), Welcome Week, Hoosier Link, Hoosier Experience and a large variety of program coordination, communications to students and families, and both in-person and virtual programming.

Job Summary

Department Specific Responsibilities

  • Direct all front office and front facing services.

  • Manage complex interactions and complaints.

  • Hire, train, and supervise student office assistants.

  • Oversee student records.

  • Manage and monitor orientation reservations.

  • Manage office and program supplies, including signage, uniforms program needs.

  • Manage logistics of NSO preparations such as facilities, materials, calendars, and program check-in.

  • Communicate with campus offices, including academic units, facilities staff, support and programming offices.

  • Assess the effectiveness and value of current systems.

  • Coordinate facility and space reservations.

  • Participate in goalsetting, decision making, and the evaluation of programs, promotional materials, and department policies and guidelines.

General Responsibilities

  • Plan, direct, and implement programs or events, including the creation of materials to support these events.

  • Provide staff communications and serve as liaison to program participants, collaborators in other units, community partners, vendors and the public.

  • Approve staff purchase requests.

  • Arrange staff travel, accommodations, and research activities.

  • Provide mechanisms, training, and advice on a variety of issues such as budget management software and advanced strategies for timely spending of grant funds.

  • Recruit, train, direct, schedule, and evaluate faculty and staff partners, students and volunteers.

  • Mentor and serve as a resource and provides guidance to team staff members as needed.

  • Research available grants and works closely with managers to identify funding needs and potential sources.

  • Create grant proposals that further advance support of the program and program participants.

  • May be responsible for meeting revenue targets.

  • Construct and administer program budgets and approves spending.

  • Track progress on deliverables.

  • Analyze data on projected spending and prepare reports for higher management and funding sources.

  • Keep abreast of best practices to recommend policies and procedures that deliver a quality program experience.




  • Bachelor's degree



  • 2 years in related field

Combinations of related education and experience may be considered



  • Proficient communication skills

  • Maintains a high degree of professionalism

  • Demonstrated 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

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.

This position works on-campus and includes temporary seasonal moves of office space for orientation programs. Occasional evening and weekend work may be required.

Work Location

Bloomington, Indiana

This is an in-person position.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

  • Multiple plan options for medical insurance

  • Dental insurance

  • Health Savings Account with generous IU contribution

  • Life insurance, LTD, and AD&D options

  • Base retirement plan contribution from IU, subject to vesting

  • Additional supplemental retirement plan options

  • Tuition benefit for IU classes

  • 10 paid holidays per year

  • Generous Paid Time Off

  • Paid Parental Leave

  • Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here 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 University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234
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