Manager, Executive Scheduling and Special Projects (Project Management Specialist)

PRESIDENT'S OFFICE (UA-PRES-IUINA)

Department-Specific Responsibilities

• Serves as the primary scheduler for the Chief of Staff and Vice President for Strategic Operations (VPSO) and secondary scheduler for the President.
• Serves as the primary in-person staffer for both the President and the Chief of Staff and VPSO at the Indianapolis location of the Office of the President, ensuring all logistics for daily engagements are executed.
• Supports arranging domestic and international travel for both the President and the Chief of Staff and VPSO.
• Coordinates resources for scheduled engagements, such as staffing, space, briefings, and communications.
• Develops and manages relationships with a wide variety of internal and external university stakeholders, communicating with diplomacy, sensitivity, and timeliness.
• Collects, curates, analyzes, and reports data and information regarding scheduling and other key operational functions to evaluate achievement of numerous goals and standards of quality.
• Supports operational functions of the office, such as opening/closing, reception, inventory.
• Manages special projects as assigned and willing to take on responsibilities beyond the scope of job description as needed.
• Works under minimal supervision; sets own work sequence and pace within process limitations, as well as a self-starter who will be able to take direction and feedback from supervisor, as needed. 

General Responsibilities

• Manages medium to large projects, from start to finish, ensuring on time completion within budget.
• Develops project plan(s) and efficiently analyzes, tracks, forecasts, and reports on project metrics and shortfalls.
• Coordinates and facilitates efforts of project team(s) consisting of various staff and hourly employees.
• Communicates ongoing changes in tasks, goals, or performance.
• Collaborates to ensure that project objectives are achieved within established time frames.
• Participates in client meetings, vendor/contract decisions, and development of project requirements and specifications.
• May provide guidance and support to less experienced peers.

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 a relevant field. 

WORK EXPERIENCE

Required

• 2 years of relevant experience. 

Preferred

• 2 years of scheduling or project management experience, preferably supporting senior management or C-level executive(s). 
• Experience collecting, curating, analyzing, and reporting simple quantitative data 

SKILLS

Required

• Ability to drive multiple projects to successful completion.
• Demonstrated 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.

Preferred

• Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams 
• Excellent interpersonal skills.
• Ability to provide complex administrative support in a high-profile environment with courtesy, professionalism, diplomacy, efficiency, and confidentiality. 
• Excellent grammar, spelling, and composition skills. 
• Strong time-management skills and analytical abilities. 
• Strong attention to detail. 
• Ability to be proactive.
• Ability to work in a stressful and fast-paced environment. 
• Ability to effectively manage and prioritize multiple tasks and work under competing priorities 
• Demonstrates flexibility, creativity, and ability to work with a variety of personalities and constituencies to meet the demands of the role. 
• Ability to serve as a trusted member of an essential team, with the ability to effectively communicate and enhance the productivity of the Executive Office. 
• Ability to take initiative, anticipates needs, and ensures consistent high-quality results. 
• Ability to work independently on projects from conception to completion. 
• Ability to interact with all levels of staff, including executives, in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive and with a high level of professionalism and confidentiality. 
• Ability to effectively proofread and edit. 
• Ability to prioritize the current agenda, and also anticipate future repeating events. 
• Ability to act promptly, during nontraditional hours, and follow through in response to requests. 

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.

Requires communication (email, phone, text, etc.) outside of normal business hours and infrequent travel to other IU campuses. 

Indianapolis, Indiana

This is an in-person position. 

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 .

Career Level: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Project Management

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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.

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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