Program Management Specialist at Indiana University in Bloomington, Indiana

Job Description:

Department



ECONOMICS (BL-ECON-IUBLA)



Department Information



Indiana University's Department of Economics is one of the most highly ranked Economics departments in the United States, offering comprehensive coverage of the major fields in modern economics. We currently have over 30 faculty members, and approximately 80 graduate students and 400 undergraduate students. Since we came into existence in 1935, we have awarded more than 500 Ph.D. degrees. Today, we are a very diverse, international, and rigorous department one of the best in the global market.


Our students build both quantitative and theoretical skills, learning to analyze data and understand the cultural forces that shape the economy.
More information about the Department of Economics can be found here.


The College of Arts and Sciences is the largest academic unit at Indiana University Bloomington. It is composed of 40+ departments, 50+ Centers, Programs, and Institutes, while also including the Eskenazi School of Art, Architecture and Design, the Hamilton Lugar School of Global and International Studies, and The Media School. Faculty in the College teach over 50 percent of the Indiana University (Bloomington) credit hours in 80+ buildings on the Bloomington campus.



Job Summary



Department Specific Responsibilities:

• Serves as personnel manager for department.


• Coordinates the preparation of appointment forms for faculty, visitors, graduate assistants, and staff.


• Recruits and hires all staff, including hourly staff; establishes new staff positions.


• Provides departmental personnel training, oversight, coordination, and consultation to ensure university and campus policy and process information is disseminated and maintained.


• Evaluates and supervises all department staff. Sets priorities for short and long-term projects, assigns tasks, approves time off, answers questions pertaining to the department and university policies and procedures.


• Provides administrative support for faculty searches.


• Maintains confidential records.


• Oversees routing and approval of recruitment forms; reviews for compliance; updates files; informs academic units.


• Sets itineraries, interviews, and travel for all candidates.


• Provides administrative support for tenure and promotion cases.


• Oversees dossiers and help faculty complete and submit and submit all sections.


• Assists chair in solicitation of external letters.


• Assists in implementing initiatives.


• Develops and communicates departmental policies.


• Prepares reports and compile data for questionnaires for university offices and outside agencies.


• Supervises and coordinates undergraduate and graduate awards.


• Represents the department at various meetings.


• Manages all department financial aid, including posting awards in IU Scholarships, submitting award documentation, and reimbursement requests to IU Foundation.


• Advises faculty, staff, and students on departmental and/or research fund spending to align with account purpose; ensures that the appropriate processes and controls are followed.


• Works with Department Chair and FO to develop budgets and track trends, determine funding priorities based on program needs.


• Constructs annual budgets for general and non-general accounts with Chair, and multi-unit fiscal officer estimating department financial needs, and 1-time cash requests.


• Assists Chair with salary setting tasks. Monitors and/or processes transfer of funds for commitments made by the Chair in support of other departments for conferences, colloquium, and workshop support.


• Ensures p-card users adhere to university and departmental policies; verifies charges are on the appropriate accounts and expense object codes in line with hospitality approvals.


• Organizes and coordinates scholarly conferences, colloquia, and seminars, and other events for department.


• Plans budgets, logistics, and publicity for events; coordinates travel arrangements.


• Departmental access coordinator for systems including HRMS, KFS, SIS.


• Works with International Services on visa and permanent resident applications for all faculty and visitors, including working in Atlas and submitting all supporting documentation.


• Processes and submits all faculty and supplier reimbursement requests in Chrome River.


• Serves as department P-card holder. Processes all P-card reconciliation and ensures all P-card usage conforms to IU policy.


• Arranges and submits all faculty Travel Authorizations and Travel Reimbursement and Reconciliation requests. Gathers all required receipts from faculty and processes all other travel related transactions.


• Orders equipment and supplies through Buy.IU. Collects necessary invoices and submits requisitions.


• Processes and submits all IU Foundation reimbursement requests and scholarship payments.


• Maintains tracking of IUF accounts and endowments, currently worth nearly $6,000,000 and reports issues with Donor intent or other administrative issues to the department chair. Building Manager of Wylie Hall. Identifies and reports any potential facility issues to IU Facility Operations.


• Submits work order requests to Facility Operations.


• Plans and deploys department and building emergency procedures and processes.


• Leads building safety team.


• Works with the Office of Space Management and preparation of faculty and lecturer offices.


• Coordinates all aspects of office setups with Facility Operations.


• Responsible for coordinating space inventory requests.

General Responsibilities

• Plans, directs and implements programs or events, including the creation of materials to support these events.


• Provides staff communications and serves as liaison to program participants, collaborators in other units, community partners, vendors and the public; approves staff purchase requests; arranges staff travel, accommodations, and research activities.


• Provides mechanisms, training, and advice on a variety of issues such as budget management software and advanced strategies for timely spending of grant funds. May be responsible for meeting revenue targets.


• Recruits, trains, directs, schedules, and evaluates faculty and staff partners, students and volunteers. Mentors, serves as a resource and provides guidance to team staff members as needed.


• Researches available grants and works closely with managers to identify funding needs and potential sources, creates grant proposals that further advance support of the program and program participants; May be responsible for meeting revenue targets.


• Constructs and administers program budgets and approves spending. Tracks progress on deliverables, analyzes data on projected spending and prepares reports for higher management and funding sources.


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

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

WORK EXPERIENCE



Required

• 2 years in related field

Preferred

• Previous Relevant Experience

SKILLS



Required

• Proficient 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

• Advanced communication skills

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



Advertised Salary



$48,000 - $51,000 Annually



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



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.



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 iups@iu.edu or by visiting IUPD.



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