Executive Operations Coordinator

The Vermont State Colleges System; Winooski (VT); Hybrid; USD 63,000 - 70,000; Full time

Job summary

The Vermont State Colleges System is seeking an Executive Operations Coordinator to support the CFOO with high‑level operational, analytical, and administrative functions. You will coordinate calendars, governance materials, budgets, procurements, and strategic initiatives, while delivering superior service to senior leaders, Board members, and external partners.

Success requires strong communication, discretion, and project management; the role is hybrid, with travel as needed and a focus on

Qualifications

• Bachelor's degree in business, public or higher education administration or communications.
• Five or more years of progressively responsible experience in executive support and administrative management.
• Experience supporting senior leadership.
• Experience preparing Board materials and supporting governance activities.
• Experience using Power BI, Excel, or similar analytical tools.
• Experience with Workday or comparable enterprise systems.
• Experience utilizing AI productivity tools.

Responsibilities

• Coordinate executive operations for the CFOO and manage governance activities.
• Coordinate procurement, budgets, invoices, and vendor communications.
• Develop and maintain executive dashboards, project trackers, and calendars.
• Prepare Board materials and support committees with meeting logistics.
• Coordinate annual operating budgets and capital budget processes.
• Research, analyze, and communicate information to inform executive decisions.
• Represent the Office of the CFOO with professionalism and discretion.

Skills

Executive support

Project coordination

Governance support

Process improvement

Time management

Calendar management

PowerPoint

Excel

Professional writing

Research

Education

Bachelor's degree in business administration, public administration, higher education administration, communications, or related field

Tools

Workday

Power BI

Enterprise systems

Job description

EXECUTIVE OPERATIONS COORDINATORGRADE: 13BARGAINING UNIT: NBUF LSA: EXEMPTBASIC FUNCTIONProvides 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 & RESPONSIBILITIESExecutive OperationsCoordinates 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 OperationsCoordinates 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 SupportCoordinates 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 CoordinationCoordinates 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 ManagementCoordinates 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 & CommunicationsConducts 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 CoordinationCoordinates 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 RepresentationRepresents 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 RECEIVEDWorks under the general direction of the Chief Financial and Operating Officer with considerable independence in managing assigned responsibilities and determining priorities.SUPERVISORY RESPONSIBILITYMay coordinate work activities of temporary employees, interns, or student workers assigned to projects.MINIMUM QUALIFICATIONSBachelor'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 QUALIFICATIONSExperience 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, & ABILITIESKnowledgeExecutive office operationsProject coordination and business process managementGovernance and Board supportPrinciples of project management and continuous process improvementSkillsOutstanding organizational and time management skillsExecutive calendar and meeting managementPowerPoint presentation developmentExcel and spreadsheet analysisProfessional writingInternet researchAbilitiesWork 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:40Budgeted Wage for this Position:The recruitment salary range for this position is $63,000–$70,000.Exempt Status:ExemptGrade:G13Job Posting Responsibilities:Unit Determination:Non Bargaining - AdministratorsWork Location: In person