Events Specialist and Administrative Coordinator (Program Management Specialist), Office of the

VICE PROVOST FOR FACULTY AFFAI (BL-VPFA-IUBLA)

The Office of the Vice Provost for Faculty and Academic Affairs (OVPFAA) supports faculty across the full span of their academic careers from recruitment through retirement. Its mission is to enrich the campus community by advancing the centrality of the academic mission, advocating for faculty, and enhancing excellence in teaching and learning. OVPFAA works collaboratively with campus partners to ensure strong faculty support systems and a thriving academic environment.

Duties are divided between administrative generalist duties and event planning/coordination of 100+ annual events which support the entire Bloomington campus faculty population. Independent decision making, establishment and continuation of campus-wide partnerships, and a high-level of customer service skills are all an integral part of this position. A person in this role should be accustomed to consistent interruption for ad hoc requests or visitors and exercise independent prioritization needed to ensure all projects are through to completion.

• Provides direct support and is responsible for dedicated projects and initiatives for the Office of the Vice Provost for Faculty (OVPFAA) and Academic Affairs.
• Executive calendar management for campus administrators appointed within OVPFAA.
• Fields questions from the IUB campus and beyond by co-managing a high-volume group email account.
• Works independently on projects assigned by Vice Provost. May include report analysis, letters, presentation creation (slide deck or reports).
• Assists with administrative requests from Academic Personnel Policies and Services Office (within OVPFAA) as needed. Requests may include updates to forms/applications used campus wide.
• Schedule F100 candidate meetings with AVPs throughout the year. May assist with escorting candidates.
• In-person presence at OVPFAA reference desk station. This position is often the first person encountered when visiting OVPFAA. The individual fields in-person inquiries and assists as appropriate.
• Event management for 100+ events per year. This includes intake of event information from host, space and catering reservations, RSVP management, marketing/media, check-in/welcome station for participants up to tracking suggested event improvements for future implementation in recurring events.
• Consults with internal and external constituencies to plan event timelines and specifications.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with marketing and communications colleagues regarding calendar of events and event publicity.
• Responsible for setup, coordination, and execution (including delivering materials) to over 100 events annual that occur all over campus.

• Collaborates with team members to develop program objectives and create policies to meet them.
• Coordinates program operation with all collaborative units.
• Monitors progress and maintains all necessary data bases.
• Actively recruits program participants and researches new venues and methods of recruitment.
• May provide guidance to support and temporary staff and coordinates workflow for the program.
• Researches available grants and assists creating funding proposals that further advance support of the program.
• Writes grant reports.
• Administers program budgets.

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.

• Bachelor's degree.

• 2 years of administrative and/or event planning experience

• Possess a valid driver's license with the ability to be insured by Indiana University

• 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.