Director of Operations and Chief of Staff
Colby College
Waterville, ME
Full-time
Management
Posted on March 9, 2023
Office of the Vice President and Chief Financial Officer
Full-Time, Exempt, Salaried, Administrative Staff Appointment
Reporting to the vice president and chief financial officer, the director of operations and chief of staff (DOCS) is responsible for facilitating the vice president's work, coordinating the planning and execution of both routine operations and strategic initiatives, and integrating cross-departmental planning. The DOCS performs a broad range of analyses, drafts reports, supports meetings and planning processes and serves as a representative of the vice president. The DOCS will work closely with the vice president/CFO and the executive assistant to the vice president, to coordinate and support the work of the vice president's staff. This role necessitates a passionate, ambitious professional who can deliver results in a growing institution in a challenging higher education environment. The role is both strategic and tactical, requiring a versatile, driven individual with high intellectual horsepower, exceptional quantitative skills, keen attention to detail, and well-honed business judgment. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Duties require interactions with trustees, administrators, faculty, staff, students, and visitors.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Position involves extensive sitting, although frequent movement is necessary. Occasion lifting is required. Regular computer usage involving repetitive hand/wrist motion is also necessary. Position requires scheduling flexibility, with periodic evening and weekend hours.
CONDITIONS OF EMPLOYMENT:
Successful and satisfactory completion of a background check (including a criminal records check). All students, faculty, and staff who are present on campus must be vaccinated and boostered against COVID-19, unless granted an exemption or accommodation by the College.
TO APPLY:
Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:
Director of Operations and Chief of Staff- Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855
Full-Time, Exempt, Salaried, Administrative Staff Appointment
Reporting to the vice president and chief financial officer, the director of operations and chief of staff (DOCS) is responsible for facilitating the vice president's work, coordinating the planning and execution of both routine operations and strategic initiatives, and integrating cross-departmental planning. The DOCS performs a broad range of analyses, drafts reports, supports meetings and planning processes and serves as a representative of the vice president. The DOCS will work closely with the vice president/CFO and the executive assistant to the vice president, to coordinate and support the work of the vice president's staff. This role necessitates a passionate, ambitious professional who can deliver results in a growing institution in a challenging higher education environment. The role is both strategic and tactical, requiring a versatile, driven individual with high intellectual horsepower, exceptional quantitative skills, keen attention to detail, and well-honed business judgment. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Proactively identify, prioritize, and execute mission-critical projects and strategic initiatives
- Manage complex, multi-faceted strategies and projects across a wide range of business units and priorities
- Lead early-stage initiatives on behalf of the VP-CFO. Collaborate with cross-functional teams reporting to the VP and CFO and other units as appropriate
- Oversee planning for Board of Trustees Committees staff by the VP and CFO, including actively planning, organizing, and delivering the agendas, materials, topics, and meeting records
- Serve as a trusted, strategic advisor to the VP and CFO in assessing business opportunities, strategies, and overall team health
- Lead and/or staff functional working groups, including preparing agendas, assigning tasks, and tracking action items
- Serve as a liaison to other functional areas of the College, including the Provost's Office, Human Resources, Financial Planning, and College Advancement, to share information and address issues
- Develop and manage a master calendar of planning, reports, and deadlines for the functional units under the VP and CFO
- Coordinate preparation of a broad range of documents and reports for internal use, working with the vice president/CFO and the vice president's staff
- Conduct planning studies and related research, as required, to support planning and decision-making processes
- Research and assist in preparing materials for use by the vice president/CFO; prepare related summaries, analysis, memoranda, policy documents, presentations, and other materials
- Prepare financial reports with analysis, conclusions, and recommendations to implement more effective administrative/operational strategies
- Working with the executive assistant to the vice president, coordinate or lead meetings of the vice president's staff, including preparing agendas, meeting notes, and action items; contribute to division and department strategy
- Develop metrics to track operational results to support planning, evaluation, and decision making
- Manage and support the VP and CFO searches for exceptionally talented candidates to fill vacancies as needed, including partnering with the Office of Human Resources and coordination and acquisition of executive search firms if necessary
- Coordinate the execution of strategic initiatives with the VP's functional area and may lead certain parts of the process
- Assess inquiries directed to the vice president/CFO, determine the proper course of action, and delegate on behalf of the vice president/CFO to the appropriate individual to manage
- Ensure all administrative/operational issues are addressed properly, efficiently, and judiciously, and keep track of progress until resolved
- Develop effective working relationships with members of an increasingly diverse community, including students, faculty, staff, parents, and alumni
- Contribute to the overall success and advancement of the Office of the VP and CFO and the functional areas under the CFO by performing all other duties and responsibilities as assigned; duties, responsibilities, and activities may change at any time with or without notice
- Bachelor's degree in business, public policy, or related fields or the equivalent in education and experience; advanced degree preferred
- Ten years of planning, finance, or operational management experience preferred, ideally at an academic institution
- Ability to work strategically and collaboratively across departments
- Ability to lead and manage organizational change and implementation of change initiatives
- Outstanding human relations and leadership skills and the ability to function in a team environment
- Skilled decision-maker, with transparency in decision-making and management
- Proven track record of thinking strategically while planning, organizing, coordinating, and directing multiple projects and activities with varied deadlines supporting a complex agenda
- Demonstrated ability to work independently, manage multiple tasks among competing priorities, and meet deadlines
- Demonstrated financial analysis and project management skills
- Strong experience with Microsoft Word and PowerPoint, as well as advanced proficiency in Excel to develop routine and complex financial reports, comparisons, impacts, and/or projections as demonstrated by previous work history
- Excellent written and oral communication skills
- Proven track record of effectively interacting with senior leadership
- Unquestioned integrity and trustworthiness; works with humility
- Possesses the ability to handle confidential information with the utmost discretion
Duties require interactions with trustees, administrators, faculty, staff, students, and visitors.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Position involves extensive sitting, although frequent movement is necessary. Occasion lifting is required. Regular computer usage involving repetitive hand/wrist motion is also necessary. Position requires scheduling flexibility, with periodic evening and weekend hours.
CONDITIONS OF EMPLOYMENT:
Successful and satisfactory completion of a background check (including a criminal records check). All students, faculty, and staff who are present on campus must be vaccinated and boostered against COVID-19, unless granted an exemption or accommodation by the College.
TO APPLY:
Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:
Director of Operations and Chief of Staff- Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855