Program Management Specialist

Job Summary

This position is responsible for organizing, planning, and operationalizing events out of the Indianapolis Provost Office. The events includes but are not limited to regularly scheduled deans and department chair meetings, faculty development meetings, and faculty council and faculty orientation meetings. The position also facilitates the communications and internal marketing of these opportunities to internal stakeholders, and maintains attendance and outcomes of the events.

Department-Specific Responsibilities

• Develop and carry out project and event plans. Communicate with the director to determine project requirements and objectives; identify project needs and develop schedules with defined deliverables and milestones; identify and select vendors, consultants, and service providers to meet project needs; coordinate with campus and external service providers (e.g., room reservations, catering, campus events).
• Propose, review, and implement project modifications as needed; report project status to the director and relevant stakeholders; monitor project progress to ensure deadlines are met; finalize project deliverables.
• Conduct site visits to ensure adherence to quality standards; develop and distribute feedback surveys; collect, analyze, and retain project records.
• Manage financial processes related to vendor payment.
• Create marketing and communication strategies; manage registration, attendance, and assessment.
• Develop, implement, and assess marketing and communication campaigns for office initiatives and events based on direction from the director; evaluate and select effective media and tailor messaging to target audiences, project goals, and communication purpose.
• Prepare draft materials for approval.
• Manage distribution lists and data extensions.
• Oversee event registration and attendance tracking and adjust accordingly; create and distribute post-event surveys; collect, analyze, and summarize feedback and participation data; recommend evidence-based improvements to programs and communication strategies.
• Conduct benchmarking against Indiana University (IU) campuses, similar programs, and peer institutions, including marketing methods and distribution approaches; monitor statistics and trends through higher education publications and trade literature to inform strategic planning and continuous improvement.
• Manage website content. Work collaboratively to improve and support the organization's website and online services.
• Partner with leadership, campus partners, and end users to plan and support online and web-based strategies and ensure they are effectively integrated into existing websites.
• Work closely with web developers and technical staff to support website updates, enhancements, and larger web projects; communicate with IT staff or web hosting providers to help resolve website-related technical issues.
• Gather input from users and review feedback to understand usability needs and improve the overall quality and effectiveness of website design and content.
• Collaborate with managers and project teams to prioritize needs, resolve competing requests, establish content standards, and identify practical solutions.
• Maintain current knowledge and skills related to tools, standards, and written communication.
• Stay up to date with required and recommended training on tools and systems used in the role, including Microsoft Office applications, generative Al tools, the university's web content management system (WCMS), IU purchasing and financial software, and required compliance training.
• Maintain familiarity with IU branding, editorial, and communication standards, and apply them consistently in daily work.
• Write, edit, and proofread materials to ensure clear communication, correct grammar and spelling, and a professional tone appropriate for internal and external audiences.
• Perform other duties as necessary and assigned by director or leadership.

General Responsibilities

• Collaborate with team members to develop program objectives and create policies to meet them.
• Coordinate program operation with all collaborative units.
• Monitor progress and maintain all necessary databases.
• Actively recruit program participants and research new venues and methods of recruitment.
• May provide guidance to support and temporary staff, and coordinate workflow for the program.
• Research available grants and assist in creating funding proposals that further advance support of the program.
• Write grant reports.
• Administer program budgets.