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Academic Project Coordinator

Date Posted:  Jul 3, 2024
Requisition ID:  446155

Indianapolis, IN, US, 46204


Work for Indiana


Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a diverse range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.


At the State of Indiana, we don’t just talk about diversity and inclusion—we make it our goal to create a welcoming, accessible, and equitable workplace with a workforce that is representative of Indiana's population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role.


About the Indiana Department of Education (IDOE):


The Indiana Department of Education provides innovative support to Indiana schools, teachers, students, and parents.  We proactively work with educators, policymakers, business leaders, and community-based organizations to build student success.  Our strategic priorities include:

  • Delivering quality, purposeful educational opportunities for each student
  • Elevating and supporting Indiana’s educators
  • Increasing partnerships and delivering aligned, effective, and efficient support




This position traditionally starts at an annual salary of $59,800.  Salary for this position may be commensurate with education and job experience.

Role Overview:


The Academic Project Coordinator (APC) reports to the Director of Academic Planning and Operations. You will work closely with program area staff throughout the grant award process to ensure the ultimate transaction will accomplish the intended programmatic mission and continue such effort throughout closeout. The APC creates comprehensive action plans from contract initiation to successful delivery. Your contributions include human and financial resources associated with grants/contracts, budget and timeframe oversight, policy and procedure implementation under applicable regulations, and fiscal guidance for interpreting these policies and procedures with recipients and IDOE program/project staff.


The APC performs various coordinating duties such as: supporting scheduling, updating and entering project information into the contract management system, facilitating conversations related to grants and contracts, and collaborating across team members to support Department priorities. You will attend regularly scheduled meetings between Specialists, vendors, and other Academic team staff. You will prepare agendas, presentation items for meetings, document notes, risks, and next steps for distribution to Academic team members. You will review Scopes of Work, contract documents, and grant applications alongside other academic staff involved in contract work.


The APC will also occasionally meet with vendors to monitor project schedules and task completions.


A Day in the Life:


The essential functions of this role are:

  • Communicate with Academic staff to identify and define contract requirements, scope, and objectives.
  • Facilitate contract kick-off and status meetings and propose improvements (as applicable).
  • Evaluate potential problems or technical issues for contracts and develop solutions.
  • Plan and manage contract objectives and schedules.
  • Monitor contracts and coordinate all team members to keep workflow on track.
  • Manage project-related paperwork by ensuring all necessary materials are current, properly filed, and stored.
  • Direct project/contract correspondence by preparing and reviewing project/contract communication, meeting minutes, and emails.
  • Ensure projects/contracts are adhering to budget constraints by monitoring expenses and implementing cost-saving measures (where applicable).
  • Manage key communication and documents as needed utilizing the Microsoft Office Suite and Google Drive.
  • Assists with and completes various Academic projects and tasks.
  • Assist with day-to-day aspects of the Academic office.
  • Work cooperatively and collaboratively with IDOE staff members.
  • Assist the Director of the Office of Academic Planning and Operations, as needed.
  • Adhere to local, state, and federal laws and policies. 


The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time.

What You'll Need for Success:



  • Bachelor’s degree.
  • One (1) year of grant writing experience. 
  • One (1) year of contract management experience.
  • Proficiency with Microsoft Office Suite and Google Workspace.


Additional Qualifications:

  • Experience working in and with schools preferred.
  • Experience with Smartsheet preferred. 
  • Ability to work as part of a team.
  • Strong interpersonal and communication skills.
  • Strong organizational and multi-tasking skills.
  • Excellent analytical and problem-solving abilities.
  • Ability to edit or conduct quality control reviews of documents.
  • Documentation management and ability to use project management tools.
  • Ability to prioritize, organize, and manage time to meet deadlines.
  • Ability to maintain detailed records and files.
  • Attention to detail, even under pressure.

Supervisory Responsibilities/Direct Reports:

This role may serve as a team lead for an assigned work group.


Benefits of Employment with the State of Indiana:


The State of Indiana offers a comprehensive benefits package for full-time employees which includes: 

  • Three (3) medical plan options (including RX coverage) as well as vision and dental plans
  • Wellness Rewards Program: Complete wellness activities to earn gift card rewards
  • Health savings account, which includes bi-weekly state contribution
  • Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities
  • Deferred compensation 457B account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
    • 150 hours of paid new parent leave
    • Up to 15 hours of paid community service leave
    • Combined 180 hours of paid vacation, personal, and sick leave time off
    • 12 paid holidays, 14 on election years
  • Education Reimbursement Program
  • Group life insurance
  • Referral Bonus program
  • Employee assistance program that allows for covered behavioral health visits
  • Qualified employer for the Public Service Loan Forgiveness Program
  • Free Parking for most positions
  • Free LinkedIn Learning access


Equal Employment Opportunity:


The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws. 


If you are a qualified individual with a disability and require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [email protected].


The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis