Director of Operations

Job Description

Job Description

The Director of Operations serves as the senior operational leader for the Office of the Provost, reporting
to the Chief of Staff. This role is responsible for designing, implementing, and managing the operational
infrastructure that enables the Provost's strategic priorities to be executed effectively and consistently.
The Director is responsible for: day-to-day administrative operations, services, and actions; managing
and implementing divisional strategic projects and initiatives; overseeing local human capital needs,
including staffing and performance management; and supporting local budget planning and compliance.

The Office of the Provost (OoP) at Vanderbilt University is responsible for the business and management
operations to support the work of the Provost in overseeing all faculty, staff, programs, and initiatives
for Vanderbilt's 10 schools and colleges, as well as leading the university's research, admissions,
student affairs, and residential life. Each team member plays an integral role in executing strategic
initiatives and outreach that drives the University forward. The team works alongside the Provost and
Vice Provosts in the academic planning and operations of Vanderbilt University and its affiliates,
including the Vanderbilt University Medical Center.

Duties and Responsibilities

Strategic Operations & Implementation

• Develop implementation frameworks, governance structures, accountability mechanisms, decision making processes, and operational plans for strategic initiatives defined by the Provost and Chief of Staff, ensuring alignment from planning through operational execution.
• Collaborate with internal and external stakeholders, including consulting partners, to develop implementation frameworks and operational processes that support successful initiative execution.
• Establish reporting standards and expectations for strategic initiatives, partnering with the Project Manager to monitor progress, maintain project documentation, and support ongoing execution.
• Partner closely with the Project Manager to ensure consistent execution, tracking, and reporting of strategic initiatives across the Office of the Provost.
• Support the Chief of Staff in advancing professional development initiatives, including Communities of Practice, Provost Team meetings, and other strategic initiatives.

Administrative Leadership & Organizational Effectiveness

• Serve as a senior leader within the Office of the Provost (OoP), overseeing core operational and administrative functions.
• Establish, standardize, and continuously improve administrative processes, workflows, systems, and best practices to enhance efficiency, accountability, coordination, and organizational effectiveness across Vice Provost units.
• Partner with the Senior Director of Data Analytics & Strategy to develop and implement standardized reporting frameworks, performance metrics, dashboards, and data governance practices that support decision-making and organizational accountability across the OoP.
• Develop and maintain frameworks for tracking and measuring OoP engagements, strategic partnerships, philanthropic activity, institutional impact, and return on investment associated with key initiatives.
• Serve as the primary liaison to central administrative offices, including Finance, People, Culture, and Belonging (PCB), and Information Technology.
• Maintain awareness of operational activities across the division, proactively identifying and resolving issues as they arise.

Financial Management & Compliance

• Partner with the Assistant Vice Chancellor of Finance and Provost's Director of Finance to develop annual operating and capital budgets, forecasts, and financial plans.
• Monitor spending, review budget-to-actual performance, and support financial decisionmaking to ensure responsible stewardship of university resources.
• Oversee internal audits and ensure compliance with university financial, procurement, travel, expense, and reporting policies.
• Apply budget-conscious decision-making and identify opportunities for cost savings and operational efficiencies.

Talent Management & Staff Support

• Serve as a resource to hiring managers on recruitment, onboarding, and administrative best practices.
• Support talent management, employee development, performance evaluation timelines, and organizational effectiveness efforts in partnership with PCB.
• Promote a culture of accountability, continuous improvement, professionalism, and ethical decision-making.

University Engagement & Representation

• Foster collaborative relationships across academic and administrative units to support university priorities.
• Exercise sound judgment, discretion, and confidentiality in managing sensitive information
  and institutional matters.

Other Duties

• Serve as a senior leader in OoP with primary responsibility for the central operational, administrative, and financial operations of the unit.
• Ensure appropriate transition of projects to operational status.
• Collaborate with Finance to oversee internal audits of Academic Affairs units.
• Establish uniform administrative processes across Vice Provost units, including processes related to reporting, personnel, and budgeting.
• Maintain a working knowledge of all facets of the operation, enhancing communication flows throughout the division, triaging, and troubleshooting issues, and in collaboration with the Chief of Staff.
• Implement tools and systems that enhance coordination and productivity.
• Lead continuous improvement initiatives.
• Employ budget-conscious decision-making and apply creative solutions to ensure costeffectiveness across all administrative activities.
• Adhere to confidentiality and business ethics; demonstrate outstanding judgment and discretion.
• Foster a culture of evidence-based decision-making and guide continuous programmatic improvements.
• Represent OoP on university-wide working groups and at a variety of campus activities.
• Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
• Performs other duties as assigned.

Qualifications

• Bachelor's degree from an accredited institution of higher education is necessary.

• Eight to eleven years of experience required with demonstrated competence in administration, operations, organizational effectiveness, and project execution is necessary.
• Knowledge of the Vanderbilt landscape is preferred. Experience in a higher education setting is recommended.
• Proficiency in assessing and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Experience developing performance metrics, reporting frameworks, dashboards, and accountability processes to support organizational decision-making and continuous improvement.
• Ability to balance the diverse needs of the role while having exceptional relationship-building, communication, and stakeholder management skills when engaging with prospective students, current students, alumni, faculty, staff, and corporate clients.
• Demonstrated ability to think creatively while strategically executing on long-term goals with the day-to-day organizational needs.
• Experience working with enterprise systems and reporting tools is preferred, including Salesforce, Tableau, Monday.com, Microsoft Office Suite, and related project management or business intelligence platforms.
• Proven ability to exercise sound judgment, discretion, and professionalism when managing sensitive information and complex institutional matters.
• Aptitude in budget preparation and fiscal management is required.
• Capacity to analyze and interpret financial and operational data and prepare business reports, projections, and recommendations is required.
• Skilled in maintaining effective, collaborative, and consultative relationships with leadership, stakeholders and clients throughout the university and community as applicable.
• Demonstrated competence in written communications for internal and external audiences, marketing efforts, and report/publication creation is preferred.
• Program planning, development, implementation, and leadership skills are required.
• Demonstrated success in taking initiative, meeting deadlines, adapting to changing priorities, and managing multiple projects simultaneously.
• Ability to function effectively in a complex organizational environment demanding high energy, discretion, patience, enthusiasm, and humor.
• Employee development and performance management skills are preferred.
• Information research, analysis, and evaluation skills.
• Knowledge of administrative policies and procedures as applied to academic institutions.
• Strong interpersonal skills, including written and oral communications, listening skills are required.
• Ability to manage multiple tasks concurrently is required.

About Us

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.