Located on the flagship campus of the Indiana University system, SPH-B has more than 2,138 enrolled undergraduate and 380 graduate students, 200 faculty, and 78 staff in five departments (Applied Health Science, Environmental and Occupational Health, Epidemiology and Biostatistics, Health & Wellness Design, and Kinesiology). We are in a period of profound growth, as we have hired more than 30 new tenure-track faculty in the last three years. Indiana University is a member of the prestigious Association of American Universities (AAU). The city of Bloomington offers the feel of a college town with the amenities of a large city. From off-Broadway plays and musicals and the LOTUS World Festival of Music to quick access to 250,000 acres of public recreation lands and a reasonable cost of living, Bloomington offers much to all. As SPH-B continues its rapid research expansion, there has not been a more exciting time to join the school.
Job Summary
The Director of Special Projects and Executive Assistant to the Dean reports to and serves as a principal aide and consultant to the Dean on complex regulatory matters.
Department-Specific Responsibilities:
Handles a wide range of matters of institutional importance and assists in providing leadership and direction for school-wide project management initiatives and advises the Dean on university policies and procedures related to his external activities including but not limited to - board liaison to numerous scientific journals, research work product management from inception (i.e. coordination of author input) to editorial and dissemination (i.e. disclosures, royalties, copyrights, and sponsor specific requirements), as well as publications (i.e. text books, book chapters, journal "Special issues", scientific meeting abstracts, and the life cycle peer-reviewed articles).
Prepares and advises on a variety of scientific research administrative documents.
Communicates the Dean's strategy and goals and ensures adherence to matters of compliance and obligations.
Delivers at a high level of competency and resourcefulness in working on unusually complex projects, problems, and provide highly innovative solutions that achieve quality and improvements to work processes/procedures.
Enhances the Dean's effectiveness by providing information-management support.
Works collaboratively with school leaders, directors, faculty, and staff to achieve school-wide results.
May lead a team in the effort.
Ensures that workgroups goals and activities are in sync with the Dean's goals and objectives; and that the executions of responsibilities are in accordance to lawful and university ethical standards.
Performs research on contractual issues and compiles reports as needed.
Drafts contract terms and conditions with the Dean's vendors to maximize value and minimize costs.
Manages the Dean's extremely active calendar, travel schedule, and related reimbursements.
May serve as the Dean's representative in selected internal and external interactions with faculty, staff, students, alumni, as well as university guests, visitors, and VIPs.
Performs transcription (typing), database searching, administrative date file compilation, preparing well-formatted compilations from database searches for broader distribution, helps to host events and visitors.
Facilitates resolution of matters requiring the Dean and Executive Associate Dean's attention.
Performs other duties as assigned.
General Responsibilities:
Manages a small project, from start to finish, or one phase of a large project, ensuring on time completion within budget.
Develops project plan(s) and efficiently analyzes, tracks, forecasts, and reports on project metrics and shortfalls.
Reports on progress and provides regular updates to upper management.
Coordinates and communicates between various areas; conducts project meetings and prepares regular reports.
Collaborates with other departments to ensure that project objectives are achieved within established time frames.
May provide guidance and support to non-exempt staff.
Qualifications
EDUCATION
Required
Bachelor's degree in a relevant field.
WORK EXPERIENCE
Required
Some relevant experience.
Combinations of related education and experience may be considered.
SKILLS
Required
Ability to drive multiple projects to successful completion.
Demonstrated project management skills.
Proficient communication skills.
Excellent organizational skills.
Excellent collaboration and team building skills.
Demonstrated time management and priority setting skills.
Preferred
Ability to maintain absolute confidentiality regarding discussions, records, files, documents and information.
Ability to independently prioritize and manage multiple tasks while satisfactorily meeting deadlines and desired outcomes.
Posses extraordinary attention to detail, typing skills, and keen proofreading abilities.
Ability to maintain a professional presentation and demeanor.
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 Hours
This position will involve working some evenings and weekends on an as needed basis.
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.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page .
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's 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.
About Indiana University Purdue University Indianapolis
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.
