"Assistant Director of Operations, Pierson College"

Overview

Under the direction of the Head of College and the Director of Operations, develops and manages the financial and administrative operations for Pierson College. Works as part of a team with Head of College, Residential College Dean, Senior Administrative Assistants, Service Assistant and other appropriate University departments to facilitate the smooth functioning of Pierson College’s residential college activities.

The Assistant Director of Operations oversees the administrative services of the Residential College, including financial planning, and collaborates with university partners on ensuring optimal services to the colleges as it relates to facilities operations, capital projects, sustainability, dining, and grounds. Develops and manages financial, business, and administrative operations for a Residential College in collaboration with the Head of College. In addition, the Assistant Director of Operations works collaboratively with community stakeholders to create and maintain a safe and supportive college for students and permanent residents.

Work performed in person, on campus. This is Full Time, 11-month Part Year role.

Required Skills and Abilities

1. Excellent communication, interpersonal and organizational skills.
2. Proven ability to work independently, multi-task, use good judgment and work under pressure to meet deadlines.
3. Demonstrate strong analytic and problem-solving skills. Demonstrated knowledge of budgets and principles of business practices.
4. Excellent computer skills with proficiency in such programs as MS, Excel and Access.
5. Appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse individuals (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).

Preferred Skills and Abilities

Experience preparing budgets, forecasts and financial plans; experience integrating multiple pieces of financial information to identify themes, trends, and issues. Demonstrated experience in managing relationships and influencing outcomes. Demonstrated creativity and effectiveness in a complex organization.

Principal Responsibilities

1. Financial Administration Analysis & Reporting:
   • Chief financial steward of the RC under the direction of the Director of Finance
   • Oversees administrative services.
   • Ensures fiduciary compliance.
   • Identifies available financial resources (current/future); recommends how to deploy efficiently to support unit objectives.
   • Follows fiscal processes within their College:
     • Monitoring the budget & providing variance analysis
     • Analyzing reports
     • Administering student awards
2. Administrative Services Oversight & Point Responsibilities: Collaborates/Coordinates with internal & external service providers with responsibilities that include:
   • Oversees projects & ensures accurate appraisal of necessary work.
   • Manages workflow & compliance.
   • Provides information to residents with services related issues.
   • Advances the properties in collaboration with stakeholders to continue to keep services & spaces innovative, & relevant
   • Coordinates & authorizes access to various areas of the college.
   • In collaboration with campus partners & college colleagues, manages the moving in & out of residents, including undergraduates, faculty, the RC Dean & the HOC
   • Manages new RC staff operational onboarding.
   • Works with Dining to collaborate on college events.
   • In collaboration with ITS, maintains technology platforms.
3. Strategic Resourcing:
   • Partners with the HOC to shape the college’s operational priorities & support the strategic planning process.
   • Recommends & supports the development of resources needed to achieve short-term & long-term goals.
   • Coordinates with Development to facilitate integration of gift opportunities.
4. Event Coordinating:
   • Collaboratively develops a long-range plan for workshops, programs & events which addresses the needs & interests of the students, HOC & Dean of the RC.
   • Creates scripts & composes remarks, communications, & introductions for the HC Maintains a flexible & fluid schedule to provide hands on support.
5. Staff Supervision & Management:
   • In lockstep with HOC & RC Dean expectations, provides guidance & supervision to the RC Administrative non-exempt employees. Approves staff timesheets & time-off requests.
   • Manages recruitment process & participates with the HOC & the RC Dean in the selection & hiring of permanent staff.
   • Provides training, development and participates in feedback for all non-exempt employees.
   • Supports the oversight & direction of the RC student support teams who staff the many positions required to manage the college space & events.
6. YC Committee Membership & Support:
   • Serves on a variety of committees focusing on changes & challenges affecting both YC & the residential system
   • Collaborates with committee members & service providers.
7. Risk Management Compliance & Safety:
   • Works closely with department affiliates & campus partners to continue growing the resources & relationships that foster an environment where the physical well-being & safety of students in the college is a priority.
   • Develops & maintains a set of emergency response protocols.
   • Responds to emergency situations as appropriate during both working & off-hours.
   • Upon request, provides time-sensitive council & troubleshoots during moments of crisis.
8. RC Fellowship Support: In collaboration with the administrative team, champions a fluid RC fellowship program:
   • Creates opportunities for funding outreach in collaboration with YCDO & Development
   • Manages distribution of information & intake of grant applications
   • Forms or supports committee intended to deliberate on grant gift approvals & rejection.
   • Ensures staff accurately distributes funding letters & grant money

Required Education and Experience

Bachelor’s degree and minimum of four years of related experience, including demonstrated leadership, project management and/or supervisory experience; or equivalent combination of education and related experience.