Executive Operations Coordinator

EXECUTIVE OPERATIONS COORDINATOR

GRADE: 13 BARGAINING UNIT: NBU FLSA: 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.

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.

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.

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.

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.

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.

Conducts research using institutional, governmental, and publicly available information sources; performs benchmarking, policy…