Associate Director of Operations

Title: Associate Director of Operations

Executive Area: Academic Affairs

College/School/MBU: Admin Support Units

Department: Provost's Office

Work Location: Amherst

Schedule:Full time

Work Arrangement:Onsite

Job Summary

The Associate Director of Operations provides executive-level administrative, operational, and strategic support functions to the Executive Deputy Provost (EDP). Under the direction of the Chief of Staff, the Associate Director of Operations maintains clarity, oversight and visibility into ongoing projects and activities, leads the development of analysis and executive briefings that inform decision-making on strategic and operational matters, and helps to align stakeholders to advance executive priorities and ensure coordinated execution.

Essential Functions

Provides executive-level support to the Executive Deputy Provost (EDP) and serves as a primary point of contact for internal and external stakeholders. Manages and continuously reprioritizes a complex and dynamic executive calendar(s), ensuring alignment with institutional priorities and strategic commitments. Coordinates meetings and engagements, including preparing agendas, materials, and summaries. Drafts, edits, and manages correspondence, reports, and presentations.

Manages and prioritizes EDP commitments by tracking action items, decisions, and commitments; monitoring deadlines; following up with key stakeholders; and providing regular updates and reminders. Maintains a constant awareness of meetings, projects, and/or initiatives across campus that may impact or overlap with EDP priorities and evaluates competing priorities to recommend and advance actions on matters with institutional impact.

Oversees the planning and coordination of critical projects and initiatives led by the EDP, making recommendations to the EDP. Maintains tracking tools to monitor progress, liaises with team members to ensure alignment and efficiency, and proactively identifies and/or resolves potential delays and issues, escalating them as appropriate.

Serves as a strategic thought partner to the EDP. Prepares analyses, briefings, and recommendations to inform executive decision-making. Identifies and evaluates challenges, determines implications, and recommends strategies for proactive planning and problem-solving. Provides background research and contextual information to support strategic discussions.

Prepares executive-level presentations, briefings, and reports for internal and external audiences across campus. Synthesizes complex information into concise, actionable materials for senior leadership and ensures consistency, clarity, and quality of materials representing the executive's office. Manages agenda and pursues follow-up for key leadership groups.

Stays abreast of the Provost's evolving priorities and initiatives to deliver seamless leadership support and short-term planning continuity in the absence of the Chief of Staff.

Serves as a trusted liaison for faculty, staff, leadership, and external partners across campus on behalf of the EDP, exhibiting exceptionally sound judgement and discretion with complex and confidential matters.

In collaboration with the Chief of Staff, establishes priorities and response strategies for the Provost's Office public email account, ensuring timely, appropriate, and aligned responses.

Under the direction of the Chief of Staff, provides comprehensive administrative support for Provost Office operations and administration, including scheduling, logistics, follow-up and coordination of large meetings and events. Provides backup support to the Chief of Staff and other colleagues on administrative duties as needed. Maintains confidential records and files with a high degree of discretion.

Researches and plans travel for the Provost and Executive Deputy Provost, including hotel and transportation logistics; prepares detailed itineraries, briefing materials, and supporting documentation; completes registrations, and processes and reconciles expense reports and reimbursements.

Provides high-level support to key leadership groups, including the Provost's Leadership Council, Provost's Leadership Team, Deans Council, and the Academic Affairs Student Advisory Board. Manages scheduling and meeting logistics; tracks and follows up on action items and decisions; and supports coordination of events, meetings, and special initiatives.

Provides project management oversight for processes related to confidential academic personnel actions, including promotion, tenure, periodic review, and awards. Liaises with internal stakeholders across campus to ensure timelines, documentation, and processes are maintained.

Other Functions

Performs other duties as assigned.

Minimum Qualifications

Bachelor's degree and over seven (7) years of experience supporting senior leaders or executives, preferably within higher education.

Or, a Master's degree and over five (5) years of experience supporting senior leaders or executives, preferably within higher education.

Strong attention to detail and the ability to work under pressure with demonstrated experience managing deadline-driven, detail-intensive transactions with multiple stakeholders.

Ability to create and maintain harmonious working relationships and interact effectively with all university constituents.

Excellent written and oral communication skills with the ability to express thoughts and information clearly, concisely, and in a logical sequence.

Excellent organizational skills with the ability to track and manage multiple projects simultaneously, ensuring deadlines are met.

Strong analytical and critical thinking skills with the ability to proactively identify potential issues and generate solutions.

Demonstrated ability to exercise substantial discretion and independent judgment while maintaining a high level of confidentiality.

Independent initiative and follow through.

Strong computer skills and the ability to learn new tools and software quickly.

Preferred Qualifications

Experience working in a college or university setting.

Familiarity with academic administration and institutional processes.

Experience supporting executive decision-making.

Experience preparing briefing materials.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday - Friday, 40 hours per week.

Flexibility may be required to meet executive needs or respond to time-sensitive issues.

Salary Information

Pay Grade:PSSAP Grade 29

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Special Instructions for Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide the names and contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.