Senior Operations Coordinator

Description

Job Title: Senior Operations Coordinator

Department: Financial Services

Reports To: Vice President for Financial Services and CFO

FLSA Status: Exempt

Prepared By: Vice President for Financial Services and CFO

Approved By: Human Resources

Position Summary

The Senior Operations Coordinator provides high-level administrative and project coordination support to the Vice President for Financial Services and CFO. This individual contributes to the effective oversight of key functions within the Division of Financial Services—including accounting, human resources, purchasing, endowment and fiduciary services, capital projects, risk management, and auxiliary services. The coordinator plays a key role in improving organizational efficiency, tracking strategic initiatives, and facilitating communication and alignment both within the division and across departments throughout the University.

Essential Duties and Responsibilities

• Include the following. Other duties may be assigned:

Operational and Administrative Support

• Provide direct support to the Vice President for Financial Services and CFO in day-to-day operations and long-range planning.
• Manage calendars, prepare briefings, draft communications, and coordinate meetings with internal and external stakeholders.
• Serve as a liaison between the VP’s office and operational departments, promoting alignment and timely follow-up on projects and initiatives.

Project and Initiative Coordination

• Track and report progress on strategic and administrative initiatives within the division.
• Facilitate project timelines, deliverables, and accountability structures to ensure execution of key priorities.
• Support documentation of decisions, workflows, and outcomes for reference and continuous improvement.

Communication and Collaboration

• Maintain strong communication pipelines between the Office of Financial Services and other divisions.
• Assist in preparing presentations, reports, and updates for senior leadership and external stakeholders.
• Foster collaboration by anticipating information needs and helping coordinate cross-functional initiatives.

Financial and Risk Management Support

• Assist with tracking financial data, project budgets, and performance metrics.
• Maintain contract and insurance records, support renewal and compliance processes, and assist with vendor coordination.

Capital Projects Support

• Assist with tracking progress on approved capital projects, including key milestones and timelines.
• Maintain organized records of project budgets, contractor communications, internal approvals, and supporting documentation.
• Coordinate logistics between internal stakeholders and external contractors, vendors, or consultants.
• Support the Vice President by preparing project summaries, updates, and briefing materials as requested.
• Ensure project documentation is accurate, current, and accessible for reference, reporting, and compliance purposes.

Competencies

• Strategic Thinking and Organizational Awareness
• Executive-Level Communication
• Project Coordination and Follow-Through
• Analytical and Critical Thinking Skills
• Professionalism and Confidentiality
• Collaboration and Relationship Management
• Proactive Problem Solving
• Adaptability and Initiative

Requirements

Qualifications

Education and/or Experience:

Bachelor’s degree required; background in business, communication, or organizational leadership preferred. At least three years of administrative, project coordination, or operational support experience—preferably in a higher education, nonprofit, or similarly complex setting.

Language Skills

Ability to prepare professional communications and reports.

Comfortable interacting with individuals at all levels of the institution.

Mathematical Skills

Ability to track budgets, interpret data, and support reporting needs.

Reasoning Ability

Able to exercise judgment and prioritize tasks in a dynamic environment.

Anticipates problems and recommends solutions effectively.

Computer Skills

Proficiency in Microsoft Office Suite (especially Excel), Google Workspace, and shared drives.

Familiarity with financial or project management systems is preferred.

Comfortable using AI tools such as ChatGPT or Microsoft Copilot to streamline workflows, support analysis, or improve communication.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Wo