Associate Director (Program Management Specialist)

Job Summary

The Observatory has an open position for an Associate Director (Program Management Specialist) who will join the OSoMe senior management team.

Department-Specific Responsibilities

• Provides administrative leadership and operational oversight for the Observatory's research, outreach, and strategic initiatives to ensure program goals and objectives are achieved.
• Directs day-to-day operations, supports sponsored research and program administration, manages communications and stakeholder engagement, oversees budget and reporting activities, and facilitates collaboration among faculty, staff, students, sponsors, and external partners.
• Oversees the planning and execution of events, workshops, conferences, and other program activities.
• Ensures compliance with university and sponsor requirements, supports grant-related processes, and advances the continuous improvement of departmental operations.
• Supports planning and monitoring of OSoMe's short-term and long-term financial outlook.
• Supports identification of funding needs and funding opportunities to help sustain OSoMe's research mission and program goals.
• Meets with IU faculty interested in collaborating with OSoMe and connects them to appropriate resources and collaborators within OSoMe and across the university.
• Communicates with collaborators, partners, and stakeholders both within and outside Indiana University.
• Supports the Director and Executive Director in identifying and maintaining collaborative working relationships with faculty across campus and external partners.
• Prepares and coordinates regular OSoMe reporting for university leadership, sponsors, and funding agencies.
• Provides project management and administrative support for research initiatives and externally funded awards associated with the Observatory.
• Assists with planning and coordination of events, meetings, workshops, and strategic initiatives related to OSoMe's mission.

General Responsibilities

• Implements the organization's strategic vision and direction by developing, initiating, and/or supporting new programs and services, creating annual work plans, and operating within a board-approved balanced budget.
• Ensures the maintenance of effective office management, financial management, record-keeping, and equipment and software.
• Plans, directs and implements programs or events, including developing branding strategy and targeting audiences for these events.
• Oversees or represents the program in communications to program participants, supporting institutions, collaborators in other units, community partners, vendors and the public.
• Troubleshoots and resolves issues and programs.
• Provides mechanisms, training, and advice on a variety of issues such as budget management software and advanced strategies for timely spending of grant funds.
• Oversees research and academic activities budgets for programs. Identifies funding requirements and funding sources to ensure adequate resources to sustain program goals.
• Leads grant writing.
• Evaluates the performance of lower-level staff, recommends development and performance plans, promotions and disciplinary action and is accountable for consistent administration of university policies.
• Keeps with best practices to create and implement policies and procedures that deliver a quality program experience.

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

• Bachelor's degree.

Preferred

• Master's degree in public administration, nonprofit management, higher education administration, communications, information science, social science, business administration, or a related field.

WORK EXPERIENCE

Required

• 5 years in related field.

Preferred

• 5 years of relevant professional experience in program administration, research administration, higher education administration, nonprofit management, communications, project management, sponsored research support, or related operational roles.
• Prior Indiana University experience with university research administration, sponsored projects, grant management, and/or compliance-related processes.
• Experience coordinating complex projects, managing administrative processes, tracking budgets, and collaborating with multiple stakeholders in a fast-paced environment.
• Experience supporting interdisciplinary research centers, externally funded research programs, or university-based initiatives.

SKILLS

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.
• Possesses a high degree of initiative.
• Ability to influence internal and/or external constituents.

Preferred

• Strong organizational, analytical, and problem-solving skills.
• Knowledge of program administration, operational coordination, and administrative processes within a professional or academic environment.
• Ability to develop and maintain collaborative working relationships.
• Proficiency with standard office productivity software and collaboration tools, including Microsoft Office Suite, Google Workspace, and Zoom.
• Familiarity with Indiana University administrative systems and processes.
• Ability to support interdisciplinary collaboration and engagement across academic, research, and public-facing initiatives.

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

Bloomington, Indiana

Advertised Salary

$70,000.00 - $80,000.00 annually

Benefits Overview

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

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Advanced
FLSA: Exempt
Job Function: General Administration
Job Family: Program Management