Manager, Programs and Operations

POSITION OBJECTIVE

Working with a high degree of independence and under general direction, the Manager of Programs and Operations will provide overall administrative expertise for a variety of business-related functions in the Office of the Provost, including event and program management, operating budget management, purchasing and contract oversight, space and facilities planning, and management of all standard administrative operating procedures. Function as a technical resource and advisor to the senior leadership team, exercising discretion and independent judgment to ensure top-tier management and execution of all administrative work completed within the Office of the Provost.

The manager of programs and operations has responsibility to accomplish major objectives, investigate and resolve matters on behalf of leadership, and has the authority to formulate, affect, interpret, or implement management policies or operating practices. As a key decision-maker, this position is responsible for establishing and maintaining a robust and efficient operating model that ensures streamlined, efficient work processes and procedures and enables strategic alignment for the projects, program and administrative work of the Office of the Provost's senior leadership team.

Advise and direct the senior leadership team in planning programs and events, including compiling required processes and procedures and developing estimated budget expenditures; monitor and verify spending; ensure compliance with Case Western Reserve University policies and procedures; prepare progress and evaluation reports. Direct the end-to-end operational lifecycle for high-profile university events and programming hosted by the Office of the Provost, including speaker series, board and donor meetings and dignitary visits.

Design and execute comprehensive logistical plans for partner and stakeholder visits and select strategic projects and programs, ensuring alignment with the office's mission and structure, including delegating tasks to support staff to ensure seamless delivery. Exercise independent judgment to negotiate vendor contracts, oversee audiovisual and facility setups, and manage on-site logistics, serving as the point of contact for real-time troubleshooting and on the spot decision-making for all major events and programs hosted by the Office of the Provost.

Meet senior leaders on a regular basis to review operational objectives and provide appropriate administrative direction. (30%)

Serve an active role on the leadership team in developing long- and short-term department strategic planning. Chart yearly plans, monthly work plans and determine measurable targets for programs, events, and routine administrative business planning. Provide strategic counsel to the senior leadership team regarding operational feasibility and logistics for proposed initiatives. Working with the assistant provost for strategic initiatives, develop a work plan with key activities, deliverables, and milestones for the Office of the Provost.

Establish and monitor metrics for office performance and program/event execution, producing data-driven reports and analysis in written and graphic report form to advise the provost's senior leadership team on operational effectiveness and strategic improvement. Lead special projects as assigned by the assistant provost, coordinating cross-functional teams to advance the office's mission. (15%)

Create department policies and procedures, make decisions on specific operating problems, and issue instructions in the name of the Office of the Provost in accordance with departmental precedents and policies. Interpret university policies and procedures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. Develop, document, and enforce office-wide standard operating procedures to manage administrative workflows and sustainable operational excellence and exceptional customer service.

Independently identify operational bottlenecks and formulate solutions to enhance efficiency, ensuring the development and maintenance of centralized knowledge systems. (15%)

Directly supervise the Administrative Coordinator, ensuring the delivery of executive-level reception, office supply management, coordination of schedules, and calendaring for approximately six to seven members of the office's senior leadership team. Define and assign individual tasks, delegate administrative execution responsibilities, maintain schedule and standards, conduct performance reviews and administer disciplinary action. Determine office of the provost administrative staffing needs, develop job descriptions, and work with Human Resources to select and hire candidates.

(15%)

Work with the senior director of finance to plan operational budget needs by analyzing initiative plans on both a short and long-range basis and considering past requirements and expenditures and current…