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Academic Project Coord

Date Posted:  May 8, 2022
Requisition ID:  230801

Indianapolis, IN, US, 46204


Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. We are proud to be an equal opportunity employer.


About the Department of Education (DOE):

We are dedicated to providing the highest quality of innovative support to Indiana's schools, teachers, students, and parents. We are proactively working with educators, policy makers, business leaders, and community-based organizations to achieve our mission of "Working Together for Student Success."




Salary may be commensurate with education and work experience. 

About the Job:

The Academic Project Coordinator (APC) reports to the Director of Academic Planning and Operations. The APC creates comprehensive action plans from project/contract initiation to successful delivery. The contribution of the APC will include human and financial resources associated with projects/contracts and oversight of budgets and timeframes for projects/contracts. The APC performs various coordinating duties such as: supporting scheduling and risk management, updates and entries into the project schedule, facilitating conversations related to projects/contracts, and collaboration across team members to support Department priorities. The APC attends regularly scheduled meetings between Specialists, vendors, and other Academic team staff. The APC prepares agendas, presentation items for meetings, documents notes and risks for distribution to Academic team members. The APC conducts monitoring of task completion in relationship to vendor meetings or the master project schedule. The APC also reviews Scopes of Work and contract documents alongside other academic staff involved in contract work.  

A Day in the Life:

•  Communicate with Academics staff to identify and define project/contract requirements, scope and objectives;
•  Facilitate project/contract design meetings and propose improvements (as applicable);
•  Evaluate potential problems or technical issues for projects/contracts and develop solutions;
•  Plan and manage project/contract objectives, project/contract schedules and new information related to projects/contracts;
•  Monitor projects/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 correspondences 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 Academic office;
•  Work cooperatively and collaboratively with IDOE staff members;
•  Assist Director of the Office of Academic Planning and Operations, as needed;
•  Adhere to local, state, and federal laws and policies; and
•  Performs other duties as assigned.    

What You'll Need for Success:

•  Bachelors or higher required
•  Business or project management experience required
•  Contract management experience required
•  Project Management Professional (PMP) certification 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
•  Experience working in and with schools preferred
•  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
•  Proficiency with Microsoft Office Suite and Google Drive required


Benefits of Employment with the State of Indiana:


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

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages 
  • Wellness program (offers premiums discount for the medical plan) 
  • Health savings account (includes bi-weekly state contribution) 
  • Deferred compensation account (similar to 401k plan) with employer match 
  • Two (2) fully-funded pension plan options 
  • Group life insurance 
  • Employee assistance program that allows for covered behavioral health visits 
  • Paid vacation, personal and sick time off 
  • Competitive leave policies covering a variety of employee needs 
  • 12 company paid holidays, 14 on election years 
  • Qualified employer for the Public Service Loan Forgiveness Program 
  • New Parent Leave 
  • Free Parking 
  • Free LinkedIn Learning 


Equal Employment Opportunity:


The State of Indiana is an Equal Opportunity Employer.


Reasonable accommodations may be made to enable individuals with disabilities to interview and to perform the essential functions of this role. 


Current Employee? Click here to apply.

Nearest Major Market: Indianapolis