Department Manager (Program Management Specialist) at Indiana University in Bloomington, Indiana

Job Description:

Department



SPEECH & HEARING SCIENCES (BL-SPHS-IUBLA)



Department Information



The Department of Speech, Language and Hearing Sciences (SLHS) is an important department in the College of Arts and Sciences (the College). We serve students and the community by advancing innovative basic and applied research in communication sciences and disorders for the purpose of knowledge acquisition, student education, professional training, and clinical practice.


We offer educational experiences at the undergraduate and graduate levels. 7 of our faculty are deaf and teach American sign language (ASL) at the undergraduate level. Many of our other faculty are clinicians in the areas of audiology and speech-language pathology, and many hold research PhDs.



Job Summary



Department-Specific Responsibilities

• Manages all administrative functions and enrollment activities for the department.


• Serves as program manager for the departmental staff.


• Serves as department Scheduling Officer with an eye to enrollment management and planning.


• Hiring and onboarding for faculty and staff in collaboration with the Department Chair, Clinic Manager, and College human resources (HR) as appropriate.


• Provides staff training and establishes workflow practices, which maximizes staff autonomy, efficiency, productive teamwork, and collaboration.


• Provides performance feedback to staff regularly.


• Responsible for HR transaction processing.


• Oversee and collaborates with the fiscal officer on work pertaining to funding and approvals related to the hiring of academic and clinical faculty, staff, hourly students, work study, and visitor appointments.


• Organizes recruitment for faculty, and visitors, collaborates with College of Arts and Sciences, Vice Provost for Faculty and Academic Affairs (VPFAA), Office of Affirmative Action, and the Office of International Services.


• Recruits general administrative staff, clinical, and hourly employees in collaboration with College HR.


• Submits visa applications in iStart for international visitors and scholars.


• Consults with College concerning instructor assignments and stipends.


• Creates funding offer letters for incoming graduate students and continuing students.


• Tracks funding commitments to all graduate students.


• Serves as departmental building representative.


• Coordinates renovation and maintenance activities with Physical Plant, Building Services, Space Management, Clinic Directors, and the building manager for space allocated to the Department of Speech, Languages and Hearing Services (SLHS).


• Oversees space management, room assignments, and room reservation requests for meetings and events; distributes and collects keys for Speech, Language and Hearing Sciences.


• Oversees event planning including food orders, room reservations, and communications.


• Maintains records for key and keycard usage and distribution/access.


• Oversees office equipment purchases/leases as needed.


• Prepares departmental reports.


• Oversees the preparation of and organization of documents for internal university reports, including, among others, Instructional Effort Reports, A21 reports, and reports for national accrediting organizations and scholarly agencies (e.g., ASHA, CAPCSD, CAA).


• Oversees preparation of faculty promotion and tenure dossiers, assigns grade proxies, and provide updates to online course questionnaire (OCQs).


• Provides administrative support to the Department Chair.

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 and serves as a resource to provide 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

• 4 years of 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

• Proficient in Spanish.


• Ability to competently use Microsoft products and other common software including Word, Excel, Teams and Zoom.


• Highly organized with an ability to balance multiple responsibilities and prioritize time effectively.

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 annualized wage, paid monthly.



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
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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.


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.



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