Head of Operations & Planning

The Head of Operations & Planning serves as second-in-command within 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.Portfolio & Capacity ManagementMaintain one consolidated view of all major OFEA processes, events, projects, deadlines, staffing demands, and decision pointsRun a short weekly or biweekly operational meeting with workstream leaders, and provide the Associate Director with a concise summary of progress, risks, and decisions neededEnsure recurring processes — P&T, faculty reviews, orientation, mentoring, recognition, policy development, and Nexus planning — have clear owners, timelines, templates, and escalation pathsConsolidate the office's budget picture, including Nexus event activity, staffing, consultants, and project costs, without taking financial authority away from relevant unit leadsTrack decisions from the Associate Director, the Vice Provost, SMT, and committees, ensuring actions are followed through and do not disappear between meetingsTeam & Program OversightOversee and coordinate daily operations across CTE, Nexus, and Postdoctoral Affairs, ensuring alignment with OFEA's overall goals and calendarServe as the primary point of coordination between team leads, surfacing risks, resourcing gaps, and cross-team dependencies — without holding direct-line management authority over themAct as deputy to the Associate Director, representing OFEA in meetings and decisions when neededProject ManagementOwn project plans and timelines for major OFEA initiatives (e.g., faculty orientation, retreats, program launches), tracking milestones and deliverables across teamsIntroduce and maintain lightweight project management practices (status tracking, milestone reviews) suited to a small, fast-moving officeProcess Documentation & TemplatesBuild and maintain a library of reusable templates (event planning, communications, onboarding, reporting) to standardize how teams operateDocument standard operating procedures for recurring OFEA processes, ensuring continuity as the office and its teams growPartner with team leads to capture undocumented institutional knowledge and convert it into repeatable processData & ReportingOwn OFEA's data and reporting infrastructure, including tracking systems, dashboards, and shared data repositories across CTE, Nexus, and Postdoctoral AffairsConsolidate program metrics (faculty engagement, event participation, P&T milestones, survey results) into regular reports for the Associate Director, SMT, and other stakeholdersEstablish data collection standards and governance practices so metrics are consistent, accurate, and comparable across teamsIdentify opportunities to automate or streamline recurring reporting needsCross-Team IntegrationSupport the integration of newly added or merged teams (most recently Postdoctoral Affairs) into shared OFEA workflows, tools, and reporting structuresIdentify redundancies or gaps across CTE, Nexus, and Postdoctoral Affairs and propose consolidated processes wherever usefulProfessional ExperienceEssential8+ years of experience in program/project management, ideally within higher education, faculty affairs, or a similar multi-stakeholder environmentDemonstrated experience coordinating or overseeing multiple teams/programs without formal line authorityStrong process-documentation and systems-thinking skills — comfortable building from scratch in a growing officeExperience consolidating budget or resource visibility across multiple workstreamsComfort working with data tracking tools, dashboards, and reporting systems (e.g., Excel, Power BI, or similar)PreferredPMP or similar project management certification a plus