Senior Project Management Specialist - Bloomington, United States - Indiana University

Description

CAPITAL PLANNING & FACILITIES (UA-VPAD-IUBLA)

The project management specialist develops a variety of detailed analytical reports and presentations for Office of the Vice President for Capital Planning and Facilities.

The audience varies widely from current staff, alumni groups, the Board of Trustees of Indiana University, state government agencies, and private sector executives.

Serves as the VPCPF liaison to the Board of Trustees Office, all other IU campuses, state officials and committees, and outside professional organizations.

Under general direction from the director of business analytics and strategic planning, exercises a high level of independence and creativity in developing and analyzing a variety of complex reports, documents, and sophisticated presentations for the Vice President for Capital Planning and Facilities.

Researches, manages, and presents detailed information for capital projects and determines most appropriate method to graphically and logically report information.

This includes the monthly major projects report for the University President and other executive level University staff.

Serves as liaison to, and works closely with, the Board of Trustees' office and assists the Vice President and his staff in the execution of these meetings.

Prepares CPF agenda items held prior to Board of Trustees' meetings, the agenda and the CPF presentation for the Board of Trustees Facilities and Auxiliaries Committee, and for the Trustees Business Meeting.

Conducts research and prepares Administrative Reports for the Board of Trustees.

This consists of narrative descriptions of capital improvements with detailed tables describing space requirements, budgets, financing, and project-related operating costs.

Works with CPF staff to complete 10-year plans of facilities development for each campus, compiles project progress reports, and repair and rehabilitation reports.

Creates approval documents required by the State and the Indiana Commission for Higher Education and develops correspondence and related documents directed to the Governor.

Oversees and ensures the timely processing and delivery of required materials to state and university officials and staff.

Serves as administrative support staff for university naming committee, for which the Vice President for Capital Planning and Facilities serves as co-chair.

accepts and organizes naming request submissions from internal units. This includes the collection of photographs, images, project information, and data-centric material.

Serves as a contributing member of the VPCPF strategic planning team related to short- and long-term organizational planning and budgeting practices.

Analyzes data, verifies accuracy, and resolves related issues. Consolidates budget figures and description summaries of projects requiring Board of Trustees approval and maintains/manages archived information. Supports special projects and other duties as assigned.

Coordinates workflow of consultant contracts within construction project management applications to seek approval from the Vice President and/or University Treasurer.

Evaluates administrative workflows; Reviews procedures and policies involved within CPF; Serves as scheduling and phone back-up staff member for Executive Liaison as needed.

Serves as back-up to Executive Liaison (as needed) to process contract awards (notices to proceed) requiring approval of the Vice President within construction project management software.

Performs analytical research and reporting as well as administrative support to the Vice President while completing a variety of tasks Analyzes data and develops related reports, prepares Capital Appropriation Requests required by the State of Indiana.

Creates approval documents as required by the State and the Indiana Commission for Higher Education.

Develops detailed correspondence and reports for the Governor and other governmental officials, ensures the timely processing and delivery of time-sensitive and confidential materials for state senators, state representatives and university officials and staff,.

Works with the CPF senior administrators on short- and long-term organizational planning and budgeting. Manages large projects of the most complex nature, from start to finish, ensuring on time completion within budget. Analyzes, tracks, forecasts, and reports on project metrics and shortfalls. Communicates ongoing changes in tasks, goals, or performance; supervises and trains project staff as needed. Develops and maintains project schedules, goals, and communication. Matrix manages teams to develop, evaluate, and revise project processes. Collaborates with other departments to ensure that project objectives are achieved within established time frames. Participates in client meetings, contract finalization, and development of requirements and specifications. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

Bachelor's degree in relevant field Master's degree in relevant field WORK EXPERIENCE Experience in project management and planning/administration Experience with, and knowledge of IU policies and procedures Ability to drive multiple projects to successful completion Demonstrates project management skills Excellent collaboration and team building skills Demonstrates ability to communicate effectively with executive-level administrators, faculty, students, and staff, as well as external audiences Ability to analyze and organize data and problem solve issues Must be flexible and able to adapt quickly to a given situation Ability to adapt and respond quickly to shifting demands and priorities Strong research, writing, financial and analytical skills; Demonstrates working knowledge of word processing, spreadsheet and database software, e-mail, Adobe Suite, and web-based applications, including online fax platform and construction project management software.

Advanced skill required in reporting and presentation applications (e.g., MS Excel, MS PowerPoint, Adobe Suite) 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. 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 ~ Base retirement plan contribution from IU, subject to vesting ~ Additional supplemental retirement plan options ~ 10 paid holidays per year ~ Employee Assistance Program (EAP) Learn more about our benefits by reviewing our online Benefits Brochure


Job Family:
Project Management To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

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