Job Posting: Program Coordinator – Hamilton Lugar School Language Workshop (Indiana University of Bloomington)

Deadline: Open Until Filled



Department Information

The Hamilton Lugar School of Global and International Studies (HLS) is a leader in the study of international affairs and the languages, cultures and perspectives shaping our world. HLS takes a multidisciplinary approach to global education, offering instruction in over 80 languages, the most in the country, and helping students develop cultural fluency and expertise in nearly every region, including Africa, Russia, Latin America, Europe, Asia, and the Middle East.

Job Summary

Assists the Director of Defense and Strategic Initiatives in the day-to-day operations of Defense Language National Security Education Office (DLNSEO) grant programs in compliance with federal, state, IU, and donor policies and procedures, with an emphasis on program coordination, data management and student services support.

Department-Specific Responsibilities:

  • Coordinates testing, proctoring, scheduling, reviewing, and reporting of required assessments for participants in DLNSEO programs.
  • Assists with the administration of evaluations for all programs; review, collate, and analyze data; provide input for reporting as needed. Manages program databases and calendars.
  • Works under direct supervision of the Director of Defense and Strategic Initiatives.
  • Works independently with on- and off-campus faculty, students, program participants, military partners, and external vendors, with limited supervision.
  • Works independently to coordinate enrollments, student eligibility, scheduling, and the logistics associated with coordinating the Workshop and DLNSEO programs.
  • Supports the Language Workshop’s staff as needed to address student issues and provide logistical support for scholarship and fellowship selection Conducts research and compiles materials and information for departmental programs.
  • Schedules and delivers annual outreach briefs and tables at outreach events.
  • Works with the DLNSEO Suite Manager to implement a portfolio of grants funded by the Department of Defense, coordinating with the Department of Defense, third party contractors, and faculty and staff at Indiana University and other institutes of higher education.
  • Maintains complex and overlapping sponsored project timelines to ensure the timely and complete execution of all sponsored program deliverables.
  • Coordinates on-campus, on-site, and online training events and trainings and orientations, including planning, travel, evaluation collection, compliance, etc.
  • Manages data for all DLNSEO programs including course schedules, travel, training schedules.
  • Manages leave calendars, course trackers, instructor training schedules and materials.
  • Manages personnel records and interfaces with HLS Service Center regarding personnel matters.
  • Coordinates program related travel for DLNSEO Suite staff and DLNSEO instructors.
  • Assists the Director of Defense and Strategic Initiatives with grant proposals and reports.
  • Works with the Director of Defense and Strategic Initiatives and Hamilton Lugar School communications team to develop print, digital, and email campaigns for regional and national program promotion and recruitment for DLNSEO programs.
  • Coordinates virtual, out-of-town recruitment and on campus events. Delivers virtual and on campus outreach briefs as needed.
  • Maintains trackers and databases relevant to DLNSEO grants.
  • Handles applications for DLNSEO funded scholarships and resolves application issues
  • Provides administrative support to instructors and military partners.
  • Provides clerical support for scholarship and training selection committees
  • Administers assessment tools, placement tests and program evaluations, and curates data from these sources.
  • Works with HLS staff to verify correct billing for participants in DLNSEO programs.
  • Provides front-line support for students, instructors, and other stakeholders in DLNSEO programs.
  • Works with Workshop staff to ensure integration of relevant DLNSEO events into Workshop programming and promotional efforts
  • Assists with day-to-day management of office as needed, including covering phones, crafting materials, packing materials, posting materials, assisting faculty and students, etc.
  • Assists Workshop staff in development and delivery of print, email, and online outreach campaigns.
  • Assists Workshop staff in developing and delivering virtual and in-person outreach activities.
  • Assists Workshop staff in maintaining Workshop databases and trackers.
  • Assists Workshop staff in event management and delivery.

General Responsibilities:

  • Conducts research and compiles materials and information for departmental programs.
  • Prepares records of program activities; oversees and ensures the timely processing and delivery of required materials.
  • Reviews the policies and procedures involved in departmental programs; suggests improvements; and ensures that rules comply with university standards.
  • Analyzes data and information generated or produced by program; writes reports and other written materials based on this data.
  • Verifies the accuracy of all data and information used or generated by program; resolves any discrepancies or problems.
  • Responds to requests for program information by staff, students, and faculty; handles any necessary correspondence.
  • Serves as liaison for department; coordinates activities and exchanges information.




  • High school diploma or GED


  • Bachelor’s degree in a related area



  • 4 years of related work experience


  • 3 years or more of experience in academic or no-profit administration preferred



  • 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
  • Highly thorough and dependable
  • Possesses a high degree of initiative
  • Ability to build strong customer relationships


· Strong organizational and management skills

· Ability to prioritize and work independently on multiple projects with demanding time deadlines

· Attention to detail

· Familiarity with common office software (MS Word, Excel, Access)

· Knowledge of IU policies, procedures, financial systems, course management, and student record systems

· Proficiency in spreadsheet, database, and presentation software

· Proficiency in social media platforms

· Familiarity with simple graphic design principles

Working Conditions / Demands

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.

Work Location

Hamilton School of Global and International Studies Building

Bloomington, Indiana

Benefits Overview

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.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Program Management

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

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.).  If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time. 

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.

New employees will be provided with information regarding Indiana University’s COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

Equal Employment Opportunity

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.

Campus Safety and Security

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 or by visiting IUPD.

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