Director of Operations

Department: Office of the Provost

Salary/Grade: EXS/10

The expected salary for this position is between $95,000 - $110,000 per year, in alignment with departmental equity and market data.

Job Summary:

The Director of Operations is a key position within the Office of the Provost and serves as a trusted operational partner to the Provost and Vice Provost/Chief of Staff. The Director is responsible for ensuring the seamless management of the Provost's complex schedule, daily operations, travel, meetings, events, and administrative priorities, allowing the Provost to maximize time focused on institutional leadership and strategic priorities.

Working with a high degree of independence, judgment, discretion, and confidentiality, the Director manages the day-to-day operational needs of the Provost and serves as a central point of coordination among the Provost, President, Deans, Vice Presidents, faculty, staff, students, trustees, and external constituents. The Director receives and evaluates incoming requests, determines appropriate priorities and responses, anticipates needs, and ensures timely follow-through on behalf of the Provost.

The Director expertly manages the Provost's complex calendar and scheduling, including competing institutional priorities, high-level meetings, events, travel, and engagements involving multiple senior leaders and stakeholders. The Director ensures the Provost is fully prepared for meetings and events by coordinating agendas, briefing materials, presentations, background information, logistics, and follow-up.

Under the direction of the Vice Provost, the Director also oversees operational activities supporting the Provost, including travel, expense management, event logistics, meeting coordination, and special projects. In partnership with colleagues across the Office of the Provost and the University, the Director coordinates activities that require cross-functional collaboration and ensures a high level of operational excellence.

The Director serves as an ambassador for the Office of the Provost and provides a welcoming, professional, and highly responsive experience for internal and external guests. This position requires exceptional organizational skills, sound judgment, diplomacy, discretion, and the ability to anticipate needs and effectively manage competing priorities in a fast-paced executive environment.

This is a five-day-per-week, on-site position with occasional evening and weekend responsibilities associated with University events and the Provost's schedule.

Specific Responsibilities:

Provost Operations and Executive Support

• Serves as a trusted operational partner to the Provost and Vice Provost/Chief of Staff and provides specialized, complex, and highly confidential executive support.
• Manages the day-to-day administrative operations supporting the Provost and ensures priorities are effectively coordinated and executed.
• Receives, reviews, and evaluates incoming requests, invitations, correspondence, and other matters requiring the Provost's attention; determines significance and urgency and ensures appropriate follow-up.
• Anticipates the Provost's needs and proactively identifies potential issues, conflicts, and opportunities requiring attention.
• Exercises a high degree of independent judgment and discretion when determining appropriate priorities, escalating issues, and making recommendations.
• Serves as a central point of coordination between the Provost and senior University leaders, including the President, Deans, Vice Presidents, faculty leaders, and their staffs.
• Represents the Office of the Provost with professionalism, tact, diplomacy, and sound judgment when interacting with internal and external constituents.
• Handles highly sensitive and confidential information with discretion and maintains strict confidentiality at all times.
• Coordinates communications and independently prepares correspondence, agendas, meeting materials, minutes, talking points, and other documents on behalf of the Provost.
• Tracks commitments and action items arising from meetings, correspondence, and events and ensures appropriate follow-through.
• Works collaboratively with Office of the Provost staff and University partners to coordinate priorities and maintain operational continuity.

Calendar Management and Executive Scheduling

• Owns the management of the Provost's complex calendar and applies a high degree of independent judgment when prioritizing competing requests and determining the most effective use of the Provost's time.
• Manages complex scheduling involving multiple senior leaders, faculty, staff, external constituents, conference calls, virtual meetings, and other engagements.
• Evaluates scheduling requests in the context of institutional priorities and recommends appropriate sequencing, timing, and participation.
• Proactively identifies and resolves scheduling conflicts and anticipates logistical or operational issues before they arise.
• Coordinates meetings and engagements from initial scheduling through completion, including room reservations, technology, catering, attendee coordination, materials, and follow-up.
• Ensures the Provost is fully prepared for meetings and engagements by coordinating briefing materials, presentations, agendas, background information, talking points, and other relevant materials.
• Coordinates complex domestic and international travel arrangements, including itineraries, logistics, meeting schedules, and related documentation.
• Maintains awareness of the Provost's priorities, commitments, and relationships to ensure scheduling decisions support broader institutional objectives.

Events and Institutional Engagement

• Supports the planning and execution of events and engagements involving the Provost, including University leadership meetings, faculty and staff events, donor and alumni engagements, receptions, dinners, and other institutional functions.
• Partners with colleagues across the University to coordinate event logistics, schedules, invitations, guest lists, venues, catering, materials, and other operational requirements.
• Serves as a key point of contact for the Provost's events and ensures that events are professionally executed and aligned with the Provost's priorities.
• Provides on-site support for select events and engagements, including occasional evening and weekend responsibilities.
• Anticipates the needs of the Provost and guests during events and resolves issues quickly, professionally, and discreetly.
• Develops and maintains strong working relationships with University offices and external partners involved in the planning and execution of Provost engagements.

Budget and Financial Administration

• Oversees and coordinates expense administration for the Provost, including expense reports, receipts, travel-related expenses, and other transactions.
• Reviews financial transactions for accuracy, appropriate coding, and compliance with University policies and procedures.
• Monitors expenses and provides information to support effective financial management of the Provost's activities and engagements.

Office Operations and Guest Experience

• Serves as an initial point of contact for guests visiting the Provost and ensures a high level of professional guest service.
• Maintains the Provost's official office space and meeting areas and ensures facilities are appropriately prepared for meetings and events.
• Coordinates with University partners regarding facilities, technology, hospitality, and other operational needs.
• Establishes and maintains professional relationships with internal and external constituencies and represents the Office of the Provost with a high degree of professionalism.

Special Projects and Operational Initiatives

• Leads or supports special projects and initiatives on behalf of the Provost and the Office of the Provost.
• Coordinates projects involving multiple stakeholders and ensures appropriate timelines, communication, and follow-through.
• Conducts research, gathers information, prepares analyses, and develops materials to support decision-making and institutional priorities.
• Identifies opportunities to improve administrative processes, systems, and workflows supporting the Provost and the Office of the Provost.
• Takes initiative to identify operational challenges and develops practical solutions.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's degree or the equivalent combination of education, training, and experience from which comparable skills can be acquired.

• 7 or more years of progressively responsible experience supporting senior executives, managing executive operations, or coordinating complex administrative and institutional activities.

• Demonstrated experience managing complex executive calendars, travel, meetings, and events.

• Experience working independently in a fast-paced, high-level executive environment.

Preferred Qualifications:

• Experience supporting a president, provost, dean, vice president, or other senior executive in a complex organization.

• Experience in higher education, nonprofit, or similarly complex institutional environments.

• Experience coordinating executive-level events and institutional engagements.

• Experience working with senior faculty, administrators, trustees, donors, alumni, or other high-level constituents.

• Experience managing or coordinating complex projects involving multiple stakeholders.

• Familiarity with university policies, procedures, and financial administration.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

#LI-IW1