Project Management Specialist at Indiana University in Bloomington, Indiana

Job Description:

Department



CAPITAL PLANNING & FACILITIES (UA-VPAD-IUBLA)



Job Summary



The project management specialist develops a variety of detailed analytical reports and presentations for Office of the Vice President for Capital Planning and Facilities. The audience varies widely from current staff, alumni groups, the Board of Trustees of Indiana University, state government agencies, and private sector executives. Serves as the VPCPF liaison to the Board of Trustees Office, all other IU campuses, state officials and committees, and outside professional organizations.


Department-Specific Responsibilities

• Under general direction from the director of business analytics and strategic planning, exercises a high level of independence and creativity in developing and analyzing a variety of complex reports, documents, and sophisticated presentations for the Vice President for Capital Planning and Facilities.


• Researches, manages, and presents detailed information for capital projects and determines most appropriate method to graphically and logically report information. This includes the monthly major projects report for the University President and other executive level University staff.


• Serves as liaison to, and works closely with, the Board of Trustees' office and assists the Vice President and his staff in the execution of these meetings. Prepares CPF agenda items held prior to Board of Trustees' meetings, the agenda and the CPF presentation for the Board of Trustees¿ Facilities and Auxiliaries Committee, and for the Trustees¿ Business Meeting.


• Conducts research and prepares Administrative Reports for the Board of Trustees.


• Prepares Capital Appropriation Requests as required by the state of Indiana as a part of the university biennial budget cycle. This consists of narrative descriptions of capital improvements with detailed tables describing space requirements, budgets, financing, and project-related operating costs.


• Works with CPF staff to complete 10-year plans of facilities development for each campus, compiles project progress reports, and repair and rehabilitation reports.


• Interacts and collaborates with appropriate campus administration and many user groups across the University system of campuses.


• Creates approval documents required by the State and the Indiana Commission for Higher Education and develops correspondence and related documents directed to the Governor.


• Oversees and ensures the timely processing and delivery of required materials to state and university officials and staff.


• Serves as administrative support staff for university naming committee, for which the Vice President for Capital Planning and Facilities serves as co-chair.


• Creates schedule for monthly meetings and circulates submission deadlines for each; accepts and organizes naming request submissions from internal units.


• Attends monthly meetings to track committee approvals and record approved items.


• Submits committee items as appropriate to Board of Trustees; prepares annual report of approved items to Board of Trustees; other actions as directed by the Vice President.


• Collects and prepares information for both internal and external meetings, events, and presentations. This includes the collection of photographs, images, project information, and data-centric material.


• Serves as a contributing member of the VPCPF strategic planning team related to short- and long-term organizational planning and budgeting practices.


• Analyzes data, verifies accuracy, and resolves related issues.


• Consolidates budget figures and description summaries of projects requiring Board of Trustees approval and maintains/manages archived information.


• Supports special projects and other duties as assigned.


• Coordinates workflow of consultant contracts within construction project management applications to seek approval from the Vice President and/or University Treasurer.
  Evaluates administrative workflows; designs and recommends effective and efficient work procedures.


• Reviews procedures and policies involved within CPF; suggests improvements and ensures compliance of university standards.


• Oversees the electronic filing and management of information within CPF. Serves as scheduling and phone back-up staff member for Executive Liaison as needed.


• Serves as back-up to Executive Liaison (as needed) to process contract awards (notices to proceed) requiring approval of the Vice President within construction project management software.


• Performs analytical research and reporting as well as administrative support to the Vice President while completing a variety of tasks


• Analyzes data and develops related reports, prepares Capital Appropriation Requests required by the State of Indiana.


• Creates approval documents as required by the State and the Indiana Commission for Higher Education.


• Develops detailed correspondence and reports for the Governor and other governmental officials, ensures the timely processing and delivery of time-sensitive and confidential materials for state senators, state representatives and university officials and staff,.


• Works with the CPF senior administrators on short- and long-term organizational planning and budgeting.

General Responsibilities

• Manages large projects of the most complex nature, from start to finish, ensuring on time completion within budget.


• Analyzes, tracks, forecasts, and reports on project metrics and shortfalls.


• Communicates ongoing changes in tasks, goals, or performance; supervises and trains project staff as needed.


• Develops and maintains project schedules, goals, and communication.


• Matrix manages teams to develop, evaluate, and revise project processes.


• Collaborates with other departments to ensure that project objectives are achieved within established time frames.


• Participates in client meetings, contract finalization, and development of requirements and specifications.


• Provides guidance and support to less experienced peers.

Qualifications



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 in relevant field

Preferred

• Master's degree in relevant field

WORK EXPERIENCE



Required

• 5 years of relevant experience

Preferred

• Experience in project management and planning/administration


• Experience with, and knowledge of IU policies and procedures

SKILLS



Required

• Ability to drive multiple projects to successful completion


• Demonstrates project management skills


• Proficient communication skills


• Excellent organizational skills


• Excellent collaboration and team building skills


• Demonstrated time management and priority setting skills


• Highly thorough and dependable


• Ability to lead/manage others

Preferred

• Exceptional interpersonal, oral and written communication skills


• Demonstrates ability to communicate effectively with executive-level administrators, faculty, students, and staff, as well as external audiences


• Ability to analyze and organize data and problem solve issues


• Must be flexible and able to adapt quickly to a given situation


• Ability to work independently but also as part of a cohesive team


• Extensive knowledge of etiquette and protocol


• Demonstrates ability to use tact and diplomacy when working under pressure


• Demonstrates ability to maintain a high level of confidentiality to protect and preserve sensitive information


• Exceptional organizational and time management skills


• Ability to adapt and respond quickly to shifting demands and priorities


• Strong research, writing, financial and analytical skills; accuracy in calculations is a must


• Demonstrates working knowledge of word processing, spreadsheet and database software, e-mail, Adobe Suite, and web-based applications, including online fax platform and construction project management software. Advanced skill required in reporting and presentation applications (e.g., MS Excel, MS PowerPoint, Adobe Suite)

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.



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: Advanced


FLSA: Exempt


Job Function: General Administration


Job Family: Project Management


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Posting Disclaimer



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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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.



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