AESE Budget and Belonging Lead (Program Management Specialist)

This position is within the College of Arts and Sciences, supporting the newly unified Academic Engagement and Student Experience (AESE) team, which includes Academic Advising, Undergraduate Recruiting, the Walter Center for Career Achievement, Operations and Strategy, and International Programs. The AESE vision is to provide a transformational education, fulfilling career, and meaningful life for every College student.

Responsibilities

• Supports a large, multi-unit organization by overseeing budget processes, leading student engagement initiatives, and building consistent onboarding and training systems.
• Works closely with AESE leadership, the AESE Fiscal Officer, and campus partners, and regularly supports the Assistant Dean.
• Independently manages financial workflows, designs training processes, and supports team-wide operations.
• Serves as the team budget lead for AESE units, including College Advising, College International, College Recruiting, AESE Operations and Strategy, and the Walter Center for Career Achievement (approximately 125 FTE supported).
• Manages procurements, meeting cards, and purchase orders.
• Serves as primary processor in KFS and approver in Emburse Enterprise and Egencia.
• Provides trip authorizations and manages reimbursements.
• Maintains internal budget ledgers and tracks spending.
• Meets regularly with the AESE Fiscal Officer and coordinates with unit leaders on financial needs.
• Leads the Peer Success Team (approximately 6 student employees) focused on proactive outreach to students at risk for attrition.
• Works with IUVPSS and College Advising Leadership to identify student populations and outreach strategies.
• Trains, supervises, and provides feedback to student employees.
• Monitors outreach effectiveness and refines approaches to at-risk student engagement.
• Leads the design and delivery of AESE onboarding for new staff.
• Works with the AESE Leadership Team to ensure onboarding includes strategic plan content, CliftonStrengths, Life Design, and key tools (Teams, Zoom, Qualtrics, etc.).
• Builds and runs consistent onboarding processes for new employees.
• Supports hiring processes across AESE as needed.
• Leads cross-unit coordination for AESE student employee onboarding and training.
• Brings together student employee supervisors to ensure shared expectations and practices.
• Plans and leads trainings, team-building, and recognition events for student employees.
• Builds a more consistent and connected student employee experience across AESE.
• Provides calendar and scheduling support to the Assistant Dean.
• Meets regularly with the Assistant Dean and supports day-to-day coordination.
• Communicates with internal and external stakeholders on behalf of the Assistant Dean with a high level of professionalism and discretion.
• Works with the Operations and Systems Lead to support supervision of Welcome Desk Coordinators.
• Attends team meetings and serves as an on-site supervisor backup when needed.
• Supports coordination and communication with student staff.
• Works across AESE Leadership and units to align budget, onboarding, and student employee processes.
• Improves workflows related to finance, hiring, and training.
• Documents processes so they are clear and repeatable.
• Makes decisions about prioritization of work, resource use, and implementation of new processes.
• Manages and administers assigned institutional programs and initiatives that advance organizational capabilities, strategic priorities, and university objectives.
• Develops and implements program plans, resources, communications, and operating procedures to support achievement of program goals and consistent delivery of program services.
• Evaluates program performance using qualitative and quantitative data; identifies trends, risks, and improvement opportunities; and recommends solutions to enhance effectiveness and outcomes.
• Exercises independent judgment in interpreting program guidelines, resolving moderately complex issues, and determining appropriate actions within established program parameters.
• Partners with stakeholders across departments and functional areas to coordinate program activities, align priorities, and support achievement of shared objectives.
• Researches emerging practices, industry trends, and organizational needs and recommends program enhancements, resources, and approaches that strengthen program impact and effectiveness.
• Develops reports, presentations, and recommendations to communicate program progress, outcomes, risks, and opportunities to leadership and stakeholders.
• Leads or coordinates assigned program initiatives and special efforts, monitoring implementation progress and recommending adjustments to improve results.

Requirements

• Bachelor's degree (required).
• 2 years of experience in a related field (required).
• 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.

Skills

• Proficient written and verbal 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.
• Ability to effectively communicate and operate a computer and other standard office productivity equipment.
• Involves sedentary work as well as periods of time moving around an office environment and the campus.
• Must be able to perform the essential functions with or without an accommodation.

Pay

$56,000 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).