Operations Coordinator

Performs complex, diversified, time sensitive and confidential administrative and operational support to the Vice President of Planning, Research, and Institutional Effectiveness and the Planning and Institutional Effectiveness Division. This includes project management, presentation and meeting management, budget management as well as high-level support for special assignments.

Responsible for ensuring and improving the performance, productivity, and efficiency of division operations through the provision of effective methods and strategies. Performs advanced office operational tasks, works independently, and coordinates various communications and activities among the Vice President, division staff, and Strategic Planning teams. Coordinates and manages projects for the Vice President and the Planning & Institutional Effectiveness Division including but not limited to systems administration, dashboards, strategic planning, and institutional effectiveness operations. Responsible for presentation preparation, event planning, and meeting management/briefings.

Plans, organizes, and manages the workflow of the Vice President, including scheduling and budgetary responsibilities in a professional manner.

Exercises considerable discretion and independent judgement and can handle internal and external contacts with professionalism and diplomacy. Independently represents the Vice President and helps manage relationships with internal and external constituents.

Manages the development, review, and publication of institutional reports and dashboards generated by the Planning and Institutional Effectiveness Division including, the Annual College Plan, the Institutional Accountability Report, and the Strategic Plan Dashboard.

Maintains the Vice President's calendar and helps prepare for meetings in a complete and professional manner by creating and maintaining calendars, briefing reports, involving other individuals as appropriate, and making appropriate arrangements.

Plans, organizes, and manages events for the Planning & Institutional Effectiveness Division including large on-campus events as well as off-site conferences. Management includes determining meeting and functional space requirements, AV equipment needs, catering services, logistical and utilities requirements, scheduling internal meetings with appropriate departments, issuing invitations, confirming attendees, and providing high-level support for the events. Uses experience and judgment to anticipate potential problems and determine the best solutions to ensure a successful event.

Manages the campus use of Nuventive as the system administrator, including working with the vendor to design, configure, and maintain the software system that supports the College's Outcomes Assessment operations, Strategic Planning, Operational Planning and Division/Department Planning.

Manages, develops, and conducts the training of high-level administrators and institutional leaders including developing and maintaining training materials and engaging in ongoing training (in-person, via Webex, etc.) related to planning processes. Monitors progress of data entered and creates dashboards and tracking reports.

Monitors budgets that are the responsibility of the Vice President of Planning, Research, and Institutional Effectiveness including more than 20 budgets of the strategic plan goal teams; assembles budget information and assists in the preparation of the budget.

Manages purchase requisitions, payment requests, and encumbrances for the strategic plan goal team project budgets. Consults with project leads on budgetary processes and concerns.

Ensures accuracy of data and information included in institutional reports, dashboards and publications developed by the Planning and Institutional Effectiveness Division.

Manages and performs administrative support to shared governance committees and other committees led by the Vice President by supporting all committee events, scheduling meetings, assisting in agenda creation, and preparing summaries of discussions.

Provides support for the Coordination and Review Committee includes the maintenance of membership for all shared governance committees, tracking and communication around open membership positions, collaboration on training (members, chairs, and administrative support), and overseeing the shared governance internal portal.

Serves as first source of contact for support requests and provides direction and information pertaining to division services, via telephone, email, and in person.

Designs, updates, and manages internal portal and external web pages for the Planning and Institutional Effectiveness Division.

Prepares, edits and ensures the accuracy of written materials, including presentations, correspondence and reports in support of the Vice President.

Investigates, organizes, interprets and prepares appropriate written responses (via email and printed letters) for matters received for the Vice President of Planning, Research and Institutional Effectiveness.

Maintains the confidentiality of the Planning and Institutional Effectiveness Division. Represents the Vice President in a professional manner.

Performs additional related duties as assigned.

Plans, organizes, and manages the workflow of the Vice President, including scheduling and budgetary responsibilities in a professional manner.

Exercises considerable discretion and independent judgement and can handle internal and external contacts with professionalism and diplomacy. Independently represents the Vice President and helps manage relationships with internal and external constituents.

Manages the development, review, and publication of institutional reports and dashboards generated by the Planning and Institutional Effectiveness Division including, the Annual College Plan, the Institutional Accountability Report, and the Strategic Plan Dashboard.

Maintains the Vice President's calendar and helps prepare for meetings in a complete and professional manner by creating and maintaining calendars, briefing reports, involving other individuals as appropriate, and making appropriate arrangements.

Plans, organizes, and manages events for the Planning & Institutional Effectiveness Division including large on-campus events as well as off-site conferences. Management includes determining meeting and functional space requirements, AV equipment needs, catering services, logistical and utilities requirements, scheduling internal meetings with appropriate departments, issuing invitations, confirming attendees, and providing high-level support for the events. Uses experience and judgment to anticipate potential problems and determine the best solutions to ensure a successful event.

Manages the campus use of Nuventive as the system administrator, including working with the vendor to design, configure, and maintain the software system that supports the College's Outcomes Assessment operations, Strategic Planning, Operational Planning and Division/Department Planning.

Manages, develops, and conducts the training of high-level administrators and institutional leaders including developing and maintaining training materials and engaging in ongoing training (in-person, via Webex, etc.) related to planning processes. Monitors progress of data entered and creates dashboards and tracking reports.

Monitors budgets that are the responsibility of the Vice President of Planning, Research, and Institutional Effectiveness including more than 20 budgets of the strategic plan goal teams; assembles budget information and assists in the preparation of the budget.

Manages purchase requisitions, payment requests, and encumbrances for the strategic plan goal team project budgets. Consults with project leads on budgetary processes and concerns.

Ensures accuracy of data and information included in institutional reports, dashboards and publications developed by the Planning and Institutional Effectiveness Division.

Manages and performs administrative support to shared governance committees and other committees led by the Vice President by supporting all committee events, scheduling meetings, assisting in agenda creation, and preparing summaries of discussions. Support for the Coordination and Review Committee includes the maintenance of membership for all shared governance committees, tracking and communication around open membership positions, collaboration on training (members, chairs, and administrative support), and overseeing the shared governance internal portal.

Serves as first source of contact for support requests and provides direction and information pertaining to division services, via telephone, email, and in person.

Designs, updates, and manages internal portal and external web pages for the Planning and Institutional Effectiveness Division.

Prepares, edits and ensures the accuracy of written materials, including presentations, correspondence and reports in support of the Vice President.

Investigates, organizes, interprets and prepares appropriate written responses (via email and printed letters) for matters received for the Vice President of Planning, Research and Institutional Effectiveness.

Maintains the confidentiality of the Planning and Institutional Effectiveness Division. Represents the Vice President in a professional manner.

Performs additional related duties as assigned.

Associates degree required. Bachelor's degree preferred.

Five (5) years of progressively responsible experience and demonstrated experience in working in an environment that handles large quantities of data. Experience with high-level problem solving, project management, procurement management and event planning. Advanced knowledge of Microsoft Office products, including Access, Excel, Word, and Power Point. Effective communication skills (oral and written) and professionalism are essential. Experience with web applications desirable.