Project Management Coordinator

Job Summary

This position will serve as the Community Health Partnerships Connections IN Health program administrative support resource for team members, projects, and activities.

Department-Specific Responsibilities

• Oversees team calendar of events and meetings.
• Coordinates multiple regular team meetings with staff, associate directors, executive directors, and external stakeholders.
• Provides administrative support during meetings, sends meeting reminders and other related correspondence.
• Independently records and sends meeting minutes.
• Coordinates appropriate logistical needs (virtual meeting rooms, in-person space, audio / visual equipment, hospitality, etc.)
• Serves as project manager for coalition workgroups to increase efficiency and assist in reaching goals.
• Coordinates member lists and statewide communications using Marketing Cloud to coalition members, internal and external stakeholders, and staff.
• Updates the website, creates newsletter, manages social media, and email communication; guides related work of students and interns.
• Assists in planning and coordination of large events including creating agendas and marketing materials, schedules guest speakers, manages logistics and hospitality, promotes the event, and follows up communications to attendees.
• Leads all financial and purchasing activity for the team including team travel management, purchasing, hospitality, community partner payments, professional development expenses, etc.

tracks all related expenses per appropriate grant account in real-time.

• Serves as a leader as part of the larger Indiana CTSI administrative team assisting with organizational wide events, cross-program collaboration, and other central office needs.
• Manages and creates project related reporting systems, surveys and databases in Excel, Smartsheet, Salesforce, RedCap, Qualtrics, etc.

This includes internal program related metrics, event registrations, membership records and directories, quality improvement surveys, coalition feedback surveys, etc.

provides reports and updates to leadership.

Locates and uses tools to improve team efficiency.

General Responsibilities

• Coordinates support for project management activities, resource allocation, and communication.
• Develops a schedule designed to meet necessary deadlines and communicates with team members.
• Monitors project progress and handles moderately complex issues that arise.
• Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project.
• Collaborates with cross functional teams with varying levels of seniority and experience to support various programs.
• Performs a variety of administrative skills and prepares correspondence related to the project.
• Maintains a detailed, organized file and records system.

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

High school diploma or equivalent (such as HSED or GED).

Preferred

Bachelor's degree.

WORK EXPERIENCE

Required

2 years of relevant experience.

SKILLS

Required

• Demonstrated project management skills.
• Proficient communication skills.
• Excellent collaboration and team building skills.
• Demonstrated time management and priority setting skills.
• Effective interpersonal skills.

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

Indianapolis, Indiana

Benefits Overview

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

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level : Intermediate

FLSA : Nonexempt

Job Function : General Administration

Job Family : Project 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 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.