Job Purpose:
The Head of Operations & Planning serves as second-in-command
within Office of Faculty Excellence and Advancement (OFEA),
providing day-to-day operational oversight of the office’s program
teams, the Center for Teaching Excellence (CTE), Nexus, and
Postdoctoral Affairs. This role maintains a single consolidated
view of OFEA’s processes, projects, and capacity; owns the office’s
data and reporting infrastructure; and translates OFEA’s strategic
priorities into consistent, well-documented operations across
teams. The ideal candidate combines strong program oversight and
coordination skills with a genuine interest in building the
operational infrastructure (templates, SOPs, workflows, dashboards)
that lets a growing, multi-team office scale smoothly.
Key Responsibilities:
Portfolio & Capacity Management
- Maintain one consolidated view of all major OFEA processes,
events, projects, deadlines, staffing demands, and decision
points
Run a short weekly or biweekly operational meeting with
workstream leaders, and provide the Associate Director with a
concise summary of progress, risks, and decisions needed
Ensure recurring processes — P&T, faculty reviews,
orientation, mentoring, recognition, policy development, and Nexus
planning — have clear owners, timelines, templates, and escalation
paths
Consolidate the office’s budget picture, including Nexus event
activity, staffing, consultants, and project costs, without taking
financial authority away from relevant unit leads
Track decisions from the Associate Director, the Vice Provost,
SMT, and committees, ensuring actions are followed through and do
not disappear between meetings
Team & Program Oversight
- Oversee and coordinate daily operations across CTE, Nexus, and
Postdoctoral Affairs, ensuring alignment with OFEA’s overall goals
and calendar
- Serve as the primary point of coordination between team leads,
surfacing risks, resourcing gaps, and cross-team dependencies —
without holding direct-line management authority over them
- Act as deputy to the Associate Director, representing OFEA in
meetings and decisions when needed
Project Management
- Own project plans and timelines for major OFEA initiatives
(e.g., faculty orientation, retreats, program launches), tracking
milestones and deliverables across teams
- Introduce and maintain lightweight project management practices
(status tracking, milestone reviews) suited to a small, fast-moving
office
Process Documentation & Templates
- Build and maintain a library of reusable templates (event
planning, communications, onboarding, reporting) to standardize how
teams operate
- Document standard operating procedures for recurring OFEA
processes, ensuring continuity as the office and its teams
grow
- Partner with team leads to capture undocumented institutional
knowledge and convert it into repeatable process
Data & Reporting
- Own OFEA’s data and reporting infrastructure, including
tracking systems, dashboards, and shared data repositories across
CTE, Nexus, and Postdoctoral Affairs
- Consolidate program metrics (faculty engagement, event
participation, P&T milestones, survey results) into regular
reports for the Associate Director, SMT, and other
stakeholders
- Establish data collection standards and governance practices so
metrics are consistent, accurate, and comparable across teams
- Identify opportunities to automate or streamline recurring
reporting needs
Cross-Team Integration
- Support the integration of newly added or merged teams (most
recently Postdoctoral Affairs) into shared OFEA workflows, tools,
and reporting structures
- Identify redundancies or gaps across CTE, Nexus, and
Postdoctoral Affairs and propose consolidated processes wherever
useful
Other Duties
- Contribute to university-wide programs, including orientation,
wellbeing initiatives, global observances, leadership development,
and personal growth activities.
- Perform all other duties as reasonably directed by the line
manager that are commensurate with these functional
objectives.
Qualifications and Criteria:
- Bachelor’s degree required; master’s preferred (higher
education administration, business administration, or related
field)
Essential :
- 8+ years of experience in program/project management, ideally
within higher education, faculty affairs, or a similar
multi-stakeholder environment
- Demonstrated experience coordinating or overseeing multiple
teams/programs without formal line authority
- Strong process-documentation and systems-thinking skills —
comfortable building from scratch in a growing office
- Experience consolidating budget or resource visibility across
multiple workstreams
- Comfort working with data tracking tools, dashboards, and
reporting systems (e.g., Excel, Power BI, or similar)
Preferred :
- PMP or similar project management certification a plus
