Associate Project Manager (Project Management Specialist), Center for Rural Engagement

Department

CENTER FOR RURAL ENGAGEMENT (BL-CFRE-IUBLA)

Department Information

The Indiana University (IU) Center for Rural Engagement improves the lives of Hoosiers through collaborative initiatives that discover and deploy scalable and flexible solutions to common challenges facing rural communities. Working in full-spectrum community innovation through research, community-engaged teaching, and student service, the Center builds vision, harnesses assets, and cultivates sustainable leadership structures within the communities with which it engages to ensure long-term success.

Job Summary

The Center for Rural Engagement (CRE) Associate Project Manager reports to the Deputy Director and provides essential project management and high-level support to the Center’s 7 director-level positions. The position ensures workflows are maintained and that leadership has the necessary support to execute their roles effectively, including using project management software to track tasks and action items.

Department Specific Responsibilities

• Exercises initiative and independent judgment when devising procedures and actions consistent with the mission of the CRE and IU policies. While the Deputy Director directs their work, a person in this role must make quick, professional judgment calls throughout the day and utilize problem-solving skills to navigate changing situations. The role requires maintaining strong working relationships with campus partners and respecting the sensitivity of confidential information.
• Serves as the clearinghouse for coordinating committees, community outreach, and technical procedural advice. Their performance directly influences the overall efficiency and effectiveness of the CRE. By organizing the work of numerous committees and managing contacts with public stakeholders, VIPs, and university administration, the incumbent ensures the smooth operation of the Center.
• Human Resources Liaison Acts as the internal human resource contact for CRE employees.
• Assists in the creation of job descriptions, coordinates applicant reviews and interviews, and oversees the onboarding process for all new hires.
• Co-coordinates employee performance reviews with the Deputy Director.
• Serves as the lead logistical planner for major CRE events, including the annual Rural Indiana Faculty Tour in August and the Rural Conference in May.
• Assists other staff with planning and coordinating logistics for various events and attends these functions to provide on-site logistical support, which includes occasional overnight stays.
• Works on special projects as needed to enhance executive and philanthropic effectiveness.
• Serves as the primary CRE office contact for facilities and building operations, including building maintenance, risk management, security, and the creation of emergency evacuation plans.
• Acts as a liaison with the Office of Finance, Administration, and Budget by reconciling P-card purchases and reimbursements through Chrome River and BuyIU.
• Manages office supplies, technology support needs, office equipment, and Fleet Services requests.
• Provides comprehensive support to all staff, including managing complex calendars for directors and arranging complicated campus-wide and external meetings.
• Proactively optimizes office functions by reading and routing correspondence, drafting documents, and initiating telecommunications to conserve executive time.
• Maintains accurate meeting minutes, electronic logs, and files, and utilizes the internal project management system to track action items and progress toward annual and quarterly goals.
• Welcomes guests and handles inquiries professionally.
• Exercise sound judgment to plan major events.
• Manages complex calendars, prioritizes urgent tasks in a fast-paced environment, and coordinates support services to ensure the CRE runs efficiently.

General Responsibilities

• Manages a small project, from start to finish, or 1 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…