Office Manager (Program Management Asst

OFC OF IU RESEARCH (UA-VPRO-IUINA)

Research Development Services (RDS) within the IU Research Office of Research Development comprises 3 primary functions:
Corporate and Foundation Relations, Proposal Development Services, and Pre-Award Services. RDS provides targeted support to faculty pursuing strategic external funding. RDS facilitates connections with funders, aligns faculty strengths with funding priorities, and supports proposal development, submission, reporting, and stewardship. RDS collaborates closely with proposal-focused partners across IU, including the CTSI, Institute for Advanced Study, Social Science Research Commons, and departmental grant staff, to enhance institutional competitiveness.

The Office for Research Development (ORD) within IU Research at Indiana University seeks a Program Management Assistant, using the working title Office Manager, to coordinate administrative operations for ORD’s Indianapolis and Bloomington offices and support the delivery of departmental programs.

• Monitors program and project progress, follows up with stakeholders on the completion or delay of program phases, schedules meetings and program activities, and maintains program documents, records, data, and reports.
• Supports research development tools, faculty-facing programming, routine transactions, and unit reporting.
• Reports to the Assistant Vice President for Research Development Services, with a dotted‑line relationship to the Associate Vice President for Research Development.
• Coordinates administrative practice and coverage across 2 campuses, serves as an operational liaison to internal and external partners.
• May lead or oversee hourly staff or lower‑level appointed staff.
• Works is performed with a low degree of direct supervision, within established university processes and procedures and with limited authority to deviate from them.
• Manages daily administrative operations across ORD's Indianapolis and Bloomington offices, maintaining consistent routines within university and unit procedures.
• Maintains shared office schedules, staff coverage, workspace assignments, supplies, mail/correspondence routing, and filing/records systems.
• Serves as first point of contact for the Indianapolis office, sharing reception duties with another administrative assistant.
• Provides strong leadership in addressing administrative and program questions across both offices, resolving routine operational issues and coordinating with building, facilities, and IT contacts as needed.
• Serves as the office's emergency contact/building representative for fire, severe weather, active shooter, and medical emergency protocols.
• Represents ORD on the IU Research administrative staff council.
• Keeps program and office records current and ensure materials move through on time.
• Provides scheduling and calendar support for unit leadership.
• Handles meeting logistics agendas, materials, notes, and follow-up items.
• Tracks program tasks, milestones, and deadlines; follow up with stakeholders on progress and flag delays; elevate unresolved issues as appropriate.
• Acts as a liaison between ORD and faculty, staff, students, campus partners, vendors, and visitors coordinating activities and responding to requests.
• Supports the systems and information ORD relies on for its programs.
• Researches and compiles information for ORD programs.
• Helps build out, populate, and maintain the funding opportunities database, faculty relationship management tool, productivity tools, and AI-enabled workflows.
• Maintains data entry standards and clean records; write user documentation; enter data; conduct routine audits.
• Checks data accuracy and resolve or elevate discrepancies.
• Handles financial and procurement tasks for both offices.
• Coordinates purchasing, payment processing, reimbursements, procurement card reconciliation, vendor setup, and event contracts/invoices.
• Maintains accurate transaction records and track each through to completion.
• Works with finance/business office partners to resolve routine issues.
• Monitors routine expenditures and prepares summaries for unit leadership on request.
• Supports offices in Indianapolis and Bloomington.