Department Manager (Program Management Specialist)

Job ID: 318595

Department

HISTORY (BL-HIST-IUBLA)

Department Information

The Indiana University (IU) Department of History teaches almost 5000 undergraduates annually in courses about subjects ranging from Ancient
Greece to contemporary China. In small seminars and lectures, our students learn directly from a distinguished faculty of 44 professors. In
internships, career workshops, and independent research projects, IU History undergraduates prepare for careers in business, law, education,
public service, and the arts, among other fields.

IU History offers a thriving graduate program, as well. Each year, hundreds of
talented students from across the globe compete for a spot in our doctoral and master’s degree programs, which rank consistently among the
nation’s Top 10 among public universities, and Top 25 overall. Their fellow graduate alumni include distinguished scholars teaching in
colleges and universities around the world, as well as corporate executives, library and museum leaders, and distinguished public servants
ranging from ambassadors to retired cabinet officials.

Established in 1895, the IU Department of History’s faculty today includes
winners of Guggenheim, National Endowment for the Humanities (NEH), American Council of Learned Societies (ACLS), and Fulbright awards, as
well as numerous book prizes and teaching honors. The department houses one of the world’s most widely read and prestigious history journals
“The Journal of American History” as well as other noted journals and research centers. Together with their colleagues across IU’s College
of Arts and Sciences (“The College”), History’s faculty members contribute to IU’s international reputation as a destination for students
seeking a world-class liberal-arts education that prepares them to deal with the global challenges of the twenty-first century.

For
more information on IU History, follow us on Facebook, or get in touch. We are eager to tell you more.

Job Summary

Department-Specific Responsibilities

• Plans, directs, and implements departmental programs and special events,
  including the annual awards luncheon, McNutt Dinner and Lecture, and graduation celebrations.
• Collaborates with the Department
  Chair to develop, interpret, and revise internal policies and operating procedures.
• Coordinates program operations and facility
  needs by serving as the primary liaison with Facility Operations, College Facilities, and Risk Management.
• Manages the
  instructional and Student Academic Appointee (SAA) budgets and monitors spending in collaboration with College budget and enrollment
  staff.
• Serves as the department Data Manager and Access Coordinator, overseeing digital storage on OneDrive, the department
  W:drive, and group email accounts.
• Manages all personnel functions for the unit, including interviewing, hiring, training, and
  supervising support staff and temporary hourly workers.
• Oversees the creation and distribution of supporting materials and
  publicity, including the weekly department newsletter and website updates.
• Serves as the back-up Scheduling Officer, assisting
  with faculty leave tracking and entering instructional plans into the Registrar Scheduling system, Elvira, and Elvis.
• Provides
  faculty administrative support including guidance on University policies, processing faculty e-docs, and assisting the Executive Committee
  with merit rankings.
• Performs routine office management duties, such as approving staff timesheets, overseeing printer contracts,
  and managing shredding arrangements.
• Tracks and analyzes complex data related to enrollment and teaching resources to optimize
  departmental operations.
• Serves in a central communication role, interacting daily with faculty, staff, and external communities
  to resolve problems and provide authoritative policy information.
• Manages department facilities and space allocation, contributing
  to long-range planning for equipment selection and personnel needs.
• Coordinates faculty-sponsored events like conferences and
  visiting lectures, ensuring compliance with University fiscal and operational policies.

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, serves as a resource and provides 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

• 2
  years in academic or educational administration with event management 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

• Working knowledge of Microsoft Office suite (Word, Excel, Outlook).
• Knowledge of IU
  policies, procedures, and systems (KFS, Kuali Time, HRMS, SIS, IUIE, Elvira) and Adobe products is preferred.
• Knowledge of
  procurement, payroll, human resources, advancement, international scholar issues, and relevant rules and processes governing events on
  campus.
• Excellent verbal and written communication skills, including the ability to communicate with tact and discretion
  .
• Excellent organizational and record-keeping skills and the ability to exercise independent judgment in
  decision-making.
• Ability to expeditiously review and analyze a wide range of detailed information.
• Skilled in handling tasks
  simultaneously and works well under deadlines.
• Ability to work with limited supervision and maintain confidential
  information.
• Strong supervisory skills, including the ability to lead and evaluate support staff and temporary hourly
  staff.

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

$52,000 – $55,000 annually

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and
  dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term
  disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU
  contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family
  members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid
  leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits
by reviewing the IU Benefit Programs Brochure.

Job
Classification

Career Level: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Program
Management

Click here to
learn more about Indiana University’s Job Framework.

Equal Employment Opportunity

Indiana University is an equal
opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of
Non-Discrimination here which includes contact information.

Contact Us

Request Support
Telephone: 812-856-1234

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