Indiana University · 7 hours ago
Project Management Coordinator
Indianapolis, IN
Full-time
Onsite
Mid Level
4+ years expIndiana University is seeking a Project Management Coordinator to provide experienced assistance in the execution of assigned projects and duties for the Indiana Clinical and Translational Institute (CTSI). The role includes managing timelines, resources, and communication for various programs, as well as coordinating logistics for key events such as the Indiana CTSI Annual Meeting.
Higher Education
Responsibilities
Provides experienced assistance in the daily execution of assigned projects and duties: ensuring that projects go smoothly and meet deadlines by managing timelines, resources, communication and teams
Provides staff support to various programs of the Indiana CTSI as needed
Provides project management support, including day-to-day execution, onsite management, and post event analysis for multiple simultaneous projects for the Indiana Clinical and Translational Institute (CTSI) Central Administrative Office
Serves as key project coordinator for the Indiana CTSI Annual Meeting of which from across all campuses, the largest networking event of the year
Key contact and leader for the statewide Indiana CTSI Annual Meeting, the most complex meeting of the annual calendar with ~350-400 attendees (researchers, industry leaders, and community members) from across the state and beyond. It showcases showcases research, resources, and services of the Indiana CTSI and involves close coordination with the IU School of Medicine as it showcases its annual Watanabe awardee
Assists with the coordination and management of the Watanabe luncheon the day prior to the Annual Meeting
Assists in the coordination and management of Indiana CTSI events, including the 6 -9 annual Education events, the bi-annual Cores Research Rally, the annual summer social and the annual end of year event and assisting with the IU Health CRES events. This includes event related invoice management, expense reimbursements, meeting coordination, supply orders and contracts via Finance and Purchasing
Assists with the coordination and any needed support for the annual regional meetings (summits) held by each campus and other events across the state
Manages internal and external meetings (including scheduling and reserving resources) as requested. Examples include the scheduling and management assistance with biannual pillar events and managing/coordinating hospitality for the annual in person External Advisory Committee meeting
Manages and maintains the Indiana CTSI Info Hub (in Teams), the primary warehouse for central Indiana CTSI communication / documentation and its transition to an intranet service
Manages the use of the Indiana CTSI event equipment to ensure equipment is maintained and available
Provides assistance with project management activities, resource allocation, and communication, maintaining project schedules designed to meet necessary deadlines and expenses
Monitors projects progress and handle issues that arise, providing solutions for approval as appropriate
Ensures projects adhere to frameworks and that all documentation is maintained appropriately for each project, including post event analysis, reports and success evaluation
Engages with cross functional teams with varying levels of seniority and experience to support various programs
Maintains a detailed and organized document management system for each project and for the Indiana CTSI as a whole, via Teams (Info Hub)
Provides project coordination and management for statewide Indiana CTSI program and pillar projects and events, including the coordination of logistics, appropriate resources, documentation and physical / online execution
Collaborates with leadership and managers to organize solutions for activities, documentation and resources as appropriate
Serves as key project coordinator for the Indiana CTSI Annual Meeting and related meetings, including the coordination of logistics, appropriate resources, documentation and physical / online execution
Works closely with the Indiana CTSI office leadership and program managers to ensure good documentation, resource management and centralized communication
Researches gaps, devise solutions and refer for appropriate actions as appropriate
Provides administrative support to Indiana CTSI programs and leaders as needed
Provides administrative coverage for other administrative staff, when positions are vacant, vacation and sick coverage
Performs other duties as assigned
Provides experienced assistance with 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 highly complex issues that arise
Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project
Allocates tasks and assignments to lower-level appointed staff and monitors their performance
Performs a variety of administrative skills and prepares correspondence related to the project
Qualification
Required
High school diploma or equivalent (such as HSED or GED)
4 years of relevant experience
Demonstrates project management skills
Proficient communication skills
Excellent collaboration and team building skills
Demonstrates time management and priority setting skills
Effective interpersonal skills
Ability to lead/manage others
Ability to drive multiple projects to successful completion
Preferred
Ability to communicate clearly and precisely in writing and orally
High attention to detail and follow-through required with emphasis on the ability to think proactively
Ability to be punctual, honest, respectful, responsible, and professional
Ability to maintain confidentiality regarding sensitive issues
Outstanding listening, interpersonal, organizational skills
Troubleshoots complex processes and improve them, proposing solutions that will positively impact a large number of statewide audiences
Ability to make sound decisions and work independently
Ability to work under pressure and meet deadlines
Required to have excellent time management skills and proficiency with Microsoft Office, Zoom and Teams
Experience in an academic medical setting
Familiar with project management, accounts management, travel arranging, and conference scheduling
Expertise in Indiana University policies, procedures and systems
Knowledge of University resources, departments, and programs to help solve questions, problems, and build useful partnerships and connections
Benefits
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)
Company
Indiana University
Indiana University looked for ways to promote innovation while assisting students in building better futures.
10001+ employees
H1B Sponsorship
Indiana University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (187)
2024 (146)
2023 (127)
2022 (119)
2021 (81)
2020 (79)
Funding
Current Stage
Late StageLeadership Team
Nancy Paton
Vice President & Chief Communications and Marketing Officer
Aaron Neal
Deputy CIO
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