MATHEMATICS (BL-MATH-IUBLA)

As a part of the College of Arts and Sciences, the Department of Math at Indiana University is dedicated to producing excellent mathematical research integrated with superb mathematical education and mentoring at all levels, from first-year undergraduate service courses through graduate and postdoctoral study.

There is a commitment to outreach activities at all levels, to disciplinary and interdisciplinary engagement with our colleagues in the College of Arts and Sciences, at Indiana University, and throughout the state, nation, and world. We enhance Indiana University and the State of Indiana through our efforts. Additionally, we continue to improve our tradition as a top-tier Department of Mathematics.

Toward the achievement of these goals, the Math Department is committed to a respectful, supportive, and inclusive workplace, one that offers equal opportunity to a diverse faculty and student body and one in which faculty and students alike can achieve their best.

The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For full diversity statement, click here .

More information about the Department of MATH at Indiana University may be found here .

Department-Specific Responsibilities:

• Assists the Chair of the Department of Mathematics in supporting, promoting, and ensuring a vibrant academic mission and positive culture in the department.
• Manages the MATH Department's 6 non-exempt staff and 1 administrative assistant in the affiliated Institute for Applied Mathematics and Scientific Computing (ISCAM).
• Manages day-to-day operations in MATH, particularly administrative tasks in the department involving all staff.
• Manages day-to-day workloads of: Chair's Assistant, Front Desk Receptionist/Assistant to Director of Undergraduate Studies, Digital Imaging Specialist and Front Desk Receptionist, Graduate Services Assistant, Accounting Representative, and Accounting Coordinator and Accounting Associate.  Significant attention to ongoing assessment of needs and anticipation of problems. 
• Sets and enforces policies related to staff scheduling and delineation of duties.  
• Manages communication among staff and between staff and departmental leadership. Ensures alignment between position descriptions and task assignments.
• Leads staff teams in efforts to support department activities in an environment of constant change.  Leads development of calendars, workflows, and documentation to ensure continuity and stability
• Ensures best practices are followed in the support and development of staff.  Stays informed of campus landscape of training resources.  Sets expectations among staff for engagement with training resources. Conducts regular human resource conversations with staff, including but not limited to: Employee expectations conversations, employee experience conversations, and overall performance management.  Serves as liaison to College HR Office.
• Responsible for assisting the Chair, Director of Graduate Studies (DGS), Director of Undergraduate Studies (DUS), Director of General Education Math Modeling (DGEMM), and Associate Chair (AC) in allocating staff resources to serve departmental needs; leads efforts involving all staff to design procedures to solve problems, improve operations, and support the mission.
• Provides management support as needed to complete human resources tasks during peak load periods and in so doing, provides redundancy for critical workflows.
• Significant attention is given to ongoing assessment of departmental needs and anticipation of challenges. Sets and enforces policies related to schedule and duties.
• Manages communication among staff and between staff and departmental leadership. Ensures alignment between position descriptions and task assignments.
• Serves as first-point-of-contact for Departmental leadership (Chair, DUS, DGS, DGEMM, AC) and exempt staff (Fiscal Officer, Scheduling Officer) in requesting staff support for non-routine projects. Typically, initial fact-finding is time-consuming before the nature of the issue can be identified and a team built to propose a solution. Provides admin support in management of complex projects and larger grants.
• Supervises and delegates as needed to support an annual load of over a dozen major recurring events per year, several ongoing longer-term hospitality functions, and typically 3-4 conferences and workshops per year. For example, Math Club, Women in Math, Lecturer Lunches each require approximately weekly support.
• Assists Graduate Studies Coordinator in tasks involving SAA human resources, especially contracts and administrative work, particularly admissions processing and recruiting during peak load times. Provides management support to other staff such as those at Indiana University Mathematics Journal as well as the Institute for Scientific Computing and Applied Mathematics.
• Initiates I9 and background checks for all undergraduate hourly employees and manages communications in support of this task. Provides support to Graduate Services Coordinator for onboarding of SAAs. 

General Responsibilities

This role designs, plans, and coordinates activities to ensure program goals and objectives are met. Participates in strategic planning, implementing, and developing the program's activities to meet its goals and mission. Performs duties necessary for program operation - recruitment, advising and tracking, developing reports and maintaining budgets.

• Plans, directs and implements programs or events, including the creation of materials to support these events.
• Provides staff communications and serves as liaison to program participants, collaborators in other units, community partners, vendors and the public; approves staff purchase requests; arranges staff travel, accommodations, and research activities.
• Provides mechanisms, training, and advice on a variety of issues such as budget management software and advanced strategies for timely spending of grant funds. May be responsible for meeting revenue targets.
• Recruits, trains, directs, schedules, and evaluates faculty and staff partners, students and volunteers. Mentors, serves as a resource and provides guidance to team staff members as needed.
• Researches available grants and works closely with managers to identify funding needs and potential sources, creates grant proposals that further advance support of the program and program participants; May be responsible for meeting revenue targets.
• Constructs and administers program budgets and approves spending. Tracks progress on deliverables, analyzes data on projected spending and prepares reports for higher management and funding sources.
• Keeps abreast of best practices to recommend policies and procedures that deliver a quality program experience.

EDUCATION  

Required 

• Bachelor's degree

Preferred 

• Master's degree in business administration other business-related graduate degree

WORK EXPERIENCE  

Required 

• 2 years in related field

Preferred 

• 4 years of relevant experience.

Combinations of related education and experience may be considered 

SKILLS  

Required 

• Proficient 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

Preferred 

• Possesses a high degree of initiative
• Strong interpersonal communication ability, good judgement and common sense
• Demonstrated experience solving problems independently
• Ability to influence internal constituents and stakeholders external to the department
• Strong office etiquette / hospitality
• Ability to clearly present material clearly and succinctly and make it accessible to a variety of audiences
• Ability to build consensus and lead teams
• Experience and willingness to function as a mentor
• Ability to have curiosity
• Knowledge of basic management practices
• Intermediate understanding of technology; experience using electronic platforms to perform various tasks
• Ability to use standard office equipment such as phone, fax, scanner, etc.
• Experience managing (and ideally streamlining) workflows, processes, and/or data entry-creating efficiencies when or where needed
• Knowledge of Indiana University IT systems, policies, and procedures
• Proficiency in using standard Microsoft office software: email, calendar, Word, Excel, video-conferencing (zoom and or Microsoft Teams)

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.

Bloomington, Indiana

$46,000 - $47,000 annually, paid monthly

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
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure .

Career Level: Career

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

Click here to learn more about Indiana University's Job Framework.

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information .

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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