Administrative Services and Programs Manager (Program Management Specialist)

About the role

This is a shared administrative services and programs manager role supporting four programs: the American Studies Program (AMST), the Latino Studies Program (LATS), Native American and Indigenous Studies Program (NAIS), and Asian American Studies Program (AAST). The position is physically based in the LATS office and serves as the public face of the Latino Studies Program at its main office and recruiting events.

During the 2026-2027 academic year, particular attention will be required for programming and budgeting for the Latino Studies Program.

Responsibilities

• Serve as administrative services and program manager, office manager, and assistant to the Chairs for the four programs.
• Manage all programs, including administrative and enrollment activities at the undergraduate level.
• Plan and coordinate faculty travel and events for all units, including faculty personnel assistance.
• Establish, interpret, and modify program policies and operating procedures.
• Provide transaction processing and financial administrative support as dictated by program needs.
• Assist in implementing initiatives and represent the programs at various meetings.
• Understand and implement the Chairpersons' goals and the mission of the programs.
• Advise and assist the Chairs with University, College, and Departmental policies and procedures.
• Collaborate with team members to develop program objectives and create policies to meet them.
• Coordinate program operations with all collaborative units.
• Monitor progress and maintain all necessary databases.
• Actively recruit program participants and research new venues and methods of recruitment.
• Provide guidance to support and temporary staff and coordinate workflow for the program.
• Research available grants and assist in creating funding proposals that advance program support.
• Write grant reports and administer program budgets.
• Coordinate and deliver community outreach activities, educational programs, workshops, and engagement initiatives.
• Apply knowledge of outreach and engagement practices to communicate program information effectively.
• Establish and maintain productive working relationships with community organizations, participants, and university partners.
• Assist in identifying community needs, interests, and opportunities for engagement.
• Develop, adapt, and distribute educational materials, presentations, and outreach resources.
• Facilitate outreach activities, informational sessions, and educational experiences in various environments.
• Monitor participant engagement and program activities, addressing routine issues to ensure positive experiences.
• Collect, analyze, and summarize program feedback, participation data, and other relevant information.
• Coordinate program logistics, schedules, communications, and operational activities.
• Ensure outreach activities comply with university policies, procedures, accessibility requirements, and program standards.

Requirements

• Bachelor's degree (required).
• 1 year of scheduling and programming experience.
• Combinations of related education and experience may be considered. Education beyond the minimum required may substitute for work experience, and vice versa.

Skills

• Proficient written and verbal communication skills.
• High degree of professionalism.
• Strong time management and priority-setting skills.
• High commitment to quality.
• Flexibility to work in a fast-paced, dynamic environment.
• Eagerness to acquire knowledge in area of specialty.
• Ability to operate a computer and standard office productivity equipment.
• Sedentary work with periods of movement around the office and campus.
• Ability to perform essential functions with or without accommodation.

• Knowledge of Spanish (preferred).
• Creativity and resourcefulness (preferred).
• Enthusiasm for working with students (preferred).
• Comfort with fundraising (preferred).

Pay

$50,000 to $52,000 annually.

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).

Location: Bloomington, Indiana.