CPHS Operations Manager & Projects Coordinator

The College of Pharmacy & Health Sciences Operations Manager and Projects Coordinator plays a key role college-wide coordination of operations such as Dean's Office administrative functions, stakeholder engagement, financial stewardship, and storytelling, ensuring alignment with college priorities and leadership direction. Reporting to the Dean and working with college and campus partners, the role manages comprehensive operational and administrative activities, stakeholder engagement, and operational excellence while ensuring consistent messaging across platforms, supporting event and stakeholder coordination, and serving as a project coordinator for cross-functional initiatives, to plan, track, and deliver project milestones that streamline operational processes and advance college priorities.

Primary position responsibilities:

Administrative Duties and Operational Excellence

• Provide administrative support to Dean's Office leadership, primarily the Senior Associate Deans, and support CPHS Assistant Deans as needed to advance college-wide initiatives and operations.
• Serve as Chair of the CPHS Operations Committee.
• In collaboration with university partners and CPHS leadership, identify, develop, implement, and continuously improve administrative workflows and operational processes, coordinating initiatives from planning through implementation.
• Maintain and enhance consistency across CPHS administrative operations, ensuring alignment with institutional policies and evolving operational needs.
• Continuously evaluate administrative processes in partnership with stakeholders to improve operational effectiveness, efficiency, and service delivery.
• Serve as the central liaison for office and workspace management across CPHS, maintaining master records for space assignments and key distribution. While departments manage day-to-day needs, provide oversight and step in as needed to coordinate space allocation, office moves, and furniture/technology requests, partnering with Facility Management, the Service Desk, and Network Services to ensure timely support on behalf of the Dean's Office.
• Maintain records and communications with outside groups on space rental, continuing education, speakers, and others as identified for college wide initiatives.
• Maintain files of past and present college contracts and service agreements in a shared folder.
• Coordinate space reservations for college-wide events such as All-College meetings and multi departmental events.

Development and Event Planning

• Support the CPHS Dean in Development related activities.
• Support the planning, coordination, and execution of events, college wide and external, that promote and advance the development goals of the college, serving as a project coordinator for event logistics, timelines, and follow‑up. Attendance and on-site support at key events is expected.
• Serve as the Dean's liaison between Development, Advancement, Alumni Relations, and CPHS to ensure effective communication and project coordination of engagement initiatives.
• Manage donor engagement processes in collaboration with Development, including maintaining accurate records of gifts received, associated documentation, fund allocation, and the tracking of donor stewardship activities such as thank-you communications.
• Maintain and regularly update comprehensive lists of advisory board members and key CPHS stakeholders to support communication and engagement efforts.

Financial Duties

• Manage the CPHS restricted accounts in coordination with the CPHS Dean. Provides executive leadership in the development, oversight, and strategic alignment of the College''s new development funds. Collaborates closely with the College's Principal Business Manager to ensure financial operations and resource allocations are aligned with College priorities and fiscal stewardship processes. Continuously monitors and evaluates spending to support the College''s strategic goals.
• Coordinates with Admissions, Student Financial Services, and the School/Department assistant budget managers to implement strategies and best practices for scholarship awards.
• Alongside Admissions and the Schools/Departments, implements and maintains methods of communicating scholarship options to all CPHS students and potential students.
• Organize and maintain scholarship documents.
• Collaborate with the Sr. Associate Dean for Research and Community Partnerships, Office of Sponsored Projects, and individual departments/units for management of grants, providing project coordination support related to timelines, documentation, and reporting requirements.
• Provide administrative support for grants through CARES.

Marketing, Communications, and Storytelling

• Identify, gather, and curate story ideas from across the college and partner departments, and coordinate with a designated content specialist to develop final materials.
• Collaborate closely with the content specialist to ensure timely completion of stories, newsletters, and other communications in accordance with established deadlines and project timelines.
• Maintain accurate distributions lists for students, faculty, alumni and other key stakeholders for CPHS communication.
• Partner with Admissions, Development, the Office of Communications, and academic departments to develop and execute a strategic social media plan aligned with annual CPHS storytelling priorities.
• Maintain and update the CPHS digital signage (McWhorter), ensuring content is current and accurately reflects college priorities and current events.
• Oversee the CPHS website to ensure content accuracy, consistency, and timeliness, serving as the liaison between individual departments, Assistant Dean for Student Success and Formation, and web content managers responsible for departmental pages.

The above statements describe the job's essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.