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

Department

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 toenrich 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 thrivingacademic environment.

Duties are divided between administrative generalist duties andevent planning/coordination of 100+ annual events which support theentire 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 accustomedto 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 dedicatedprojects and initiatives for the Office of the Vice Provost for Faculty (OVPFAA) and Academic Affairs.
• Executive calendar management for campus administratorsappointed within OVPFAA.
• Fields questions from the IUB campus and beyond by co-managinga high-volume group email account.
• Works independently on projects assigned by Vice Provost. May include report analysis, letters, presentation creation (slide deckor reports).
• Assists with administrative requests from Academic Personnel Policies and Services Office (within OVPFAA) as needed. Requestsmay 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 visitingOVPFAA. The individual fields in-person inquiries and assists as appropriate.
• Event management for 100+ events per year. This includes intakeof 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 futureimplementation in recurring events.
• Consults with internal and external constituencies to planevent 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 (includingdelivering materials) to over 100 events annual that occur all overcampus.

• Collaborates with team members to develop program objectives and create policies to meet them.
• Coordinates program operation with all collaborativeunits.
• Monitors progress and maintains all necessary data bases.
• Actively recruits program participants and researches newvenues 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 insuredby 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.

• Ability to drive multiple projects to completion
• Demonstrates project management skills
• Excellent organizational skills and acute attention todetail
• Excellent collaboration and team building skills
• Demonstrates time management and priority setting skills
• Highly thorough and dependable
• Ability to work in open-office environment withinterruptions
• Ability to work in fast-paced, high-volume office
• Knowledge and experience using Salesforce, Site Improve,Live Whale, and Microsoft Excel
• Ability to drive to locations for event/office supplies, and meeting/event locations

This role requires the ability to effectively communicate and tooperate a computer and other standard office productivity equipment. The position involves sedentary work as well as periodsof time moving around an office…