Executive Operations Coordinator

EXECUTIVE OPERATIONS COORDINATOR GRADE: 13 BARGAINING UNIT: NBU F LSA: EXEMPT BASIC FUNCTION Provides executive-level operational, analytical, and administrative support to the Chief Financial and Operating Officer (CFOO) for the Vermont State Colleges System. Serves as the operational hub for the Office of the CFOO by coordinating executive operations, governance activities, financial administration, business processes, research, communications, and strategic initiatives. The Executive Operations Coordinator represents the Office of the CFOO in interactions with senior leaders, institutional staff, Board members, external partners, and vendors while exercising sound judgment, professionalism, discretion, and exceptional customer service. ESSENTIAL DUTIES & RESPONSIBILITIES Executive Operations Coordinates and prioritizes incoming requests to the Office of the CFOO and ensures timely, professional, and responsive follow-up. Anticipates the needs of the CFOO by proactively identifying priorities, preparing materials, tracking action items, and ensuring efficient office operations. Manages the CFOO’s calendar, meeting scheduling, travel arrangements, and related logistics. Serves as a primary point of contact for internal and external constituents. Develops and maintains executive dashboards, project trackers, calendars, and other management tools that improve visibility into organizational priorities and deadlines. Financial & Administrative Operations Coordinates procurement activities, including requisitions, purchase orders, purchasing card reconciliation, vendor communications, invoice processing, and payment follow-up. Assists in monitoring budgets, preparing budget reports, expenditure analyses, financial summaries, and tracking expenditures for compliance with approved budgets and policies. Maintains office records related to contracts, subscriptions, memberships, and recurring expenditures. Governance & Executive Support Coordinates agenda development, meeting logistics, and preparation and distribution of materials for the Finance & Facilities Committee, Audit Committee, Business Affairs Council, Executive Budget Committee, and other committees assigned to the Office of the CFOO. Tracks committee action items and follow-up activities; prepares meeting summaries, action item logs, and documentation to support timely execution of committee decisions. Assists with preparation of Board presentations and maintains official committee records, meeting archives, and historical documentation. Maintains committee calendars, annual work plans, governance calendars, and recurring Board business schedules. Business Process Coordination Coordinates recurring annual, quarterly, monthly, and weekly business processes across Finance and Administrative Services. Develops and maintains the Office of the CFOO’s master operating calendar, including key institutional reporting, compliance, governance, budgeting, insurance renewals, external audits, legislative budget development, policy reviews, vendor contract renewals, and regulatory deadlines. Coordinates annual operating budget development and the biennial capital budget request process, including legislative submission timelines. Tracks milestones, monitors progress, proactively reminds responsible parties of upcoming deliverables, and coordinates cross-functional efforts to ensure timely completion of recurring institutional processes. Policy & Process Management Coordinates the development, review, approval, publication, and periodic revision of Finance and Administrative Services policies and procedures. Maintains official policy and procedure documentation, version control, and review schedules while facilitating cross-functional review. Assists in documenting and improving business processes across Finance and Administrative Services. Identifies opportunities to improve administrative and business processes through standardization, automation, technology, and continuous improvement initiatives. Research, Analysis & Communications Conducts research using institutional, governmental, and publicly available information sources; performs benchmarking, policy research, and other special projects. Collects, analyzes, and summarizes quantitative and qualitative information to support information to support executive decision making. Performs routine quantitative and qualitative analyses, develops executive summaries, dashboards, and decision-support materials using spreadsheets and other analytical tools. Develops executive-quality presentations, briefing materials, reports, correspondence, and visual communications that effectively convey complex information to executive leadership, Board committees, and external audiences. Maintains the Finance and Administrative Services website to ensure information remains accurate, current, and accessible. Coordinates updates to forms, policies, committee information, organizational charts, and departmental resources. Assists in developing communications for internal and external audiences. Utilizes AI-enabled productivity tools appropriately to improve efficiency while maintaining appropriate review and quality standards. Project Coordination Coordinates strategic initiatives and special projects on behalf of the CFOO. Tracks project milestones and deliverables. Facilitates communication among participating departments. Maintains project documentation and status reports. Office Representation Represents the Office of the CFOO in a professional, responsive, and service-oriented manner. Builds positive working relationships across Vermont State Colleges System. Exercises diplomacy, discretion, and sound judgment when interacting with employees, leadership, Board members, vendors, and external constituents. Handles confidential and sensitive information with the highest level of professionalism. SUPERVISION RECEIVED Works under the general direction of the Chief Financial and Operating Officer with considerable independence in managing assigned responsibilities and determining priorities. SUPERVISORY RESPONSIBILITY May coordinate work activities of temporary employees, interns, or student workers assigned to projects. MINIMUM QUALIFICATIONS Bachelor’s degree in business administration, public administration, higher education administration, communications, or a related field. Five or more years of progressively responsible experience in executive support, business operations, project coordination, or administrative management, including experience supporting senior leadership. Experience supporting senior leadership. Demonstrated proficiency with Microsoft Office Suite. PREFERRED QUALIFICATIONS Experience in higher education. Experience supporting finance, operations, or executive leadership. Experience preparing Board materials. Experience supporting governing boards, executive committees, or senior leadership teams. Experience using Power BI, Excel, or similar analytical tools. Experience with Workday or comparable enterprise systems. Experience utilizing AI productivity tools. KNOWLEDGE, SKILLS, & ABILITIES Knowledge Executive office operations Project coordination and business process management Governance and Board support Principles of project management and continuous process improvement Skills Outstanding organizational and time management skills Executive calendar and meeting management PowerPoint presentation development Excel and spreadsheet analysis Professional writing Internet research Abilities Work independently. Maintain confidentiality and handle sensitive information with discretion. Prioritize competing demands. Learn and utilize new technology quickly. Produce accurate work under tight deadlines. Interact effectively with individuals at all organizational levels. Think proactively rather than reactively. PHYSICAL REQUIREMENTS: Ability to perform the essential functions of the position in a typical office environment. Ability to remain stationary for extended periods while working at a computer and attending meetings. Ability to communicate effectively in person, by telephone, and through virtual meeting platforms. Ability to occasionally move or transport office materials weighing up to 20 pounds. Ability to travel to Vermont State Colleges System campuses and other locations as required. WORKING CONDITIONS: Work is performed primarily in an office or remote office environment with frequent use of computers and standard office technology. Position requires the ability to manage multiple priorities, meet deadlines, and respond to changing organizational needs. Occasional evening or early morning meetings may be required to support Board, committee, executive leadership, or campus activities. Position requires a high degree of professionalism, confidentiality, discretion, and independent judgment. LOCATION: This hybrid position may be based on any Vermont State Colleges System campus. Regular travel to System Office locations, campuses, Board meetings, committee meetings, and other Vermont State Colleges System facilities is required to support the responsibilities of the position. Scheduled Hours Weekly: 40 Budgeted Wage for this Position: The recruitment salary range for this position is $63,000–$70,000. Exempt Status: Exempt Grade: G13 Job Posting Responsibilities: Unit Determination: Non Bargaining - Administrators #J-18808-Ljbffr