Department
VICE PROVOST FOR FACULTY AFFAI (BL-VPFA-IUBLA)
Department Information
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.
Job Summary
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.
Department Specific Responsibilities
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Provides direct support and is responsible for dedicated projects and initiatives for the Office of the Vice Provost for Faculty (OVPFAA) and Academic Affairs.
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Executive calendar management for campus administrators appointed within OVPFAA.
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Fields questions from the IUB campus and beyond by co-managing a high-volume group email account.
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Works independently on projects assigned by Vice Provost. May include report analysis, letters, presentation creation (slide deck or reports).
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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.
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Schedule F100 candidate meetings with AVPs throughout the year. May assist with escorting candidates.
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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.
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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.
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Consults with internal and external constituencies to plan event timelines and specifications.
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Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
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Interfaces with marketing and communications colleagues regarding calendar of events and event publicity.
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Responsible for setup, coordination, and execution (including delivering materials) to over 100 events annual that occur all over campus.
General Responsibilities
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Collaborates with team members to develop program objectives and create policies to meet them.
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Coordinates program operation with all collaborative units.
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Monitors progress and maintains all necessary data bases.
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Actively recruits program participants and researches new venues and methods of recruitment.
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May provide guidance to support and temporary staff and coordinates workflow for the program.
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Researches available grants and assists creating funding proposals that further advance support of the program.
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Writes grant reports.
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Administers program budgets.
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
WORK EXPERIENCE
Preferred
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2 years of administrative and/or event planning experience
LICENSES AND CERTIFICATES
Preferred
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Possess a valid driver's license with the ability to be insured by Indiana University
SKILLS
Required
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Proficient communication skills.
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Maintains a high degree of professionalism.
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Demonstrates time management and priority setting skills.
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Demonstrates a high commitment to quality.
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Possesses flexibility to work in a fast paced, dynamic environment.
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Seeks to acquire knowledge in area of specialty.
Preferred
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Ability to drive multiple projects to completion
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Demonstrates project management skills
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Excellent organizational skills and acute attention to detail
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Excellent collaboration and team building skills
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Demonstrates time management and priority setting skills
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Highly thorough and dependable
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Ability to work in open-office environment with interruptions
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Ability to work in fast-paced, high-volume office
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Knowledge and experience using Salesforce, SiteImprove, LiveWhale, and Microsoft Excel
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Ability to drive to locations for event/office supplies, and meeting/event locations
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. Moving up to items weighing up to 25 pounds: Office supplies, event materials. Occasional driving to pick up event supplies or travel to event location. The person in this role must be able to perform the essential functions with or without accommodation.
Work Location
Bloomington, Indiana
This is an in-person position.
Advertised Salary
Up to $52,000 per year based on experience
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:
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Comprehensive medical and dental insurance
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Health savings account with generous IU contributions
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Healthcare and dependent care flexible spending accounts
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Basic group life insurance paid by IU
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Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death and dismemberment insurance
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Base retirement plan with generous IU contributions, subject to vesting
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Voluntary supplemental retirement plan options
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Tuition subsidy for employees and family members taking IU courses
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10 paid holidays plus a paid winter break each year
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Generous paid time off plans
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Paid leave for new parents and IU-sponsored volunteer events
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Employee assistance program (EAP)
Learn more about our benefits by reviewing the IU Benefit Programs Brochure.
Job Classification
Career Level: Core
FLSA: Exempt
Job Function: General Administration
Job Family: Program Management
Click here to learn more about Indiana University's Job Framework.
Posting Disclaimer
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.
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.
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [email protected] or by visiting IUPD.
Contact Us
Request Support
Telephone: 812-856-1234
