Executive Assistant to the Dean & Special Projects Manager (Project Management Specialist)

JACOBS SCHOOL OF MUSIC (BL-MUS-IUBLA)

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Department Specific Responsibilities

• Serves as special assistant, close counsel, and advisor to the Dean. Establishes priorities and agendas, schedules meetings and events, researches meeting topics.
• Manages all operational activities of the Office of the Dean. Coordinates, directs, and advises the leadership team on strategic initiatives, projects, and matters of interest to the Dean and the School. Actively participates in various committees where the strategy, mission, vision and goals are discussed.
• Engages and liaises with university offices and departments (including VPFAA, IU Foundation), faculty, retired faculty, and key (VIP) constituents of JSoM, as well as parents, students, and the public.
• Leads, oversees and executes a portfolio of special projects and high-profile events for the Office of the Dean and is responsible for all aspects, including planning, direction, delegation, implementation, and successful execution. This includes a mixed, ever-changing portfolio including JSoM initiatives, committees, and high-profile events and activities to include, but not limited to the JSoM Innovation Committee, The National Association of Schools of Music, national competitions, and hosting Honorary Doctorate Candidates, world-renown faculty and visiting national and international dignitaries and is the liaison to campus for university-wide initiatives and projects.

General Responsibilities

• Manages medium to large projects, from start to finish, ensuring on time completion within budget.
• Develops project plan(s) and efficiently analyzes, tracks, forecasts, and reports on project metrics and shortfalls.
• Coordinates and facilitates efforts of project team(s) consisting of various staff and hourly employees.
• Communicates ongoing changes in tasks, goals, or performance.
• Collaborates to ensure that project objectives are achieved within established time frames.
• Participates in client meetings, vendor/contract decisions, and development of project requirements and specifications.
• May provide guidance and support to less experienced peers.

EDUCATION

Required

• Bachelor's degree in relevant field

WORK EXPERIENCE

Required

• 2 years of relevant experience

Combinations of related education and experience may be considered

Preferred

• 5 years experience in higher ed administration

SKILLS

Required

• Ability to drive multiple projects to successful completion
• Demonstrates project management skills
• Proficient communication skills
• Excellent organizational skills
• Excellent collaboration and team building skills
• Demonstrates time management and priority setting skills
• Highly thorough and dependable

Preferred

• Ability to maintain confidentiality and diplomacy

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.

This is an in-person position.

Career Level: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Project Management

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Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

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