Director of Strategic Operations

Job Summary

Reporting to the Senior Associate Vice President for University Marketing and Communications (SAVP), the Director of Strategic Operations serves as the primary project manager for the department of University Marketing and Communications (UMC). This role drives day-to-day operations as well as strategic initiatives undertaken by UMC and, when instructed, the Office of the President to achieve long-term goals and objectives that align with the university’s Mission, Vision and Values and Transformation 2030 strategic plan. The incumbent will be the administrative lead for UMC-utilized platforms and manage the compilation of reporting metrics to track performance and inform decision making of the department. This role will also lead budget administration for the UMC department, working with the SAVP to ensure a sound operating and salary budget. Execution of these duties requires confidentiality in handling sensitive budgetary and salary information and knowledge of and compliance with CSU and SJSU policies, regulations and procedures. The projects and duties assigned to the incumbent by the SAVP and/or Chief of Staff require strong organizational skills, diplomacy, persistence and the ability to balance and advance multiple projects. The position works independently to perform complex administrative functions requiring access to a variety of sources of information including management strategies and other sensitive documentation, and makes decisions consistent with university and department priorities.

Key Responsibilities

• Serve as the lead project manager for the University Marketing and Communications (UMC) team, ensuring members of the team are efficiently and effectively reporting on project progress through project management software.
• Direct projects submitted through project request form or alternative methods to Senior Associate Vice President, UMC and leadership team to assign to members of UMC team.
• Provide project management assistance to the Office of the President as directed by the Chief of Staff and/or Senior Associate Vice President, UMC. Includes special projects that might have confidential matters.
• Lead and nurture programs that are designated by the SAVP to advance the agency-hybrid model, support non-UMC communicators embedded elsewhere across the university, and improve brand compliance.
• Conduct research based on special projects assigned to ensure successful planning and implementation.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Serve as the administrative lead for UMC-utilized programs, including Slack, Canva, Marketo, Asana, Foleon, Photoshelter, and Hootsuite.
• Lead UMC leadership and staff in production and compilation of monthly, quarterly, biannually and annual analytics reports in key areas, including social media metrics, media relations, web, and productivity of UMC team. These reports can be shared with University cabinet and other leadership.
• Advise the Senior Associate Vice President on CSU and SJSU policies and procedures for budget administration.
• Develop and administer the budget in collaboration with budget management functions of the Office of the President, the Administration and Finance Division for all operational expenses, and Academic Business and Strategic Operations (ABSO) for UMC responsibilities related to SJSU Online.
• Track state expenditures and reconcile the budget for UMC department using the CFS Data Warehouse reporting tool and University Advancement customized Expense Tracking Database.
• Prepare financial reports as they relate to UMC department; Provides follow-up on other action items as needed.
• Manage various payment and salary reimbursement processes.
• Maintain and monitor accounting of unit-specific budgetary categories and makes adjustments in collaboration with SAVP.
• Prepare quarterly and year-end forecasts. Create informative and well-organized financial presentations and reports as needed.
• Advise SAVP on salary budget management.

Knowledge, Skills & Abilities

• Expert level oral and written communication skills with diplomatic demeanor to provide service to staff, administration and the public
• Working knowledge of operational and fiscal analysis
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Demonstrated strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail in a deadline-driven environment
• Proven ability to handle confidential information with discretion