Institutional Projects and Operations Analyst

Institutional Project Management

• Plan and coordinate assigned college-wide and divisional projects from initiation through completion, including objectives, timelines, milestones, responsibilities, risks, dependencies, and deliverables.
• Develop and maintain project plans, status reports, dashboards, action-item logs, and other tools needed to monitor progress and support accountability.
• Cover cross-functional project teams and communication among executive leadership, divisions, departments, campuses, and external partners.
• Monitor progress, follow up with responsible parties, identify barriers or emerging risks, recommend appropriate actions, and elevate matters requiring leadership attention.
• Prepare project-related agendas, briefing materials, presentations, executive summaries, and other documentation, and maintain organized records to support continuity, accountability, and institutional knowledge.

Priority, Deadline, and Deliverable Management

• Track significant institutional and Finance and Operations priorities, deadlines, recurring responsibilities, reporting requirements, and deliverables.
• Maintain and improve systems for monitoring progress, upcoming requirements, dependencies, and outstanding assignments.
• Proactively follow up with responsible parties and provide leadership with timely, accurate status information.
• Identify potential delays, competing priorities, or unresolved issues and elevate matters requiring leadership attention.

Analytical and Decision Support

• Develop and maintain Excel-based reports, trackers, dashboards, models, and other analytical tools to support planning, monitoring, and decision-making.
• Compile, organize, validate, and analyze financial, operational, project, and program data from multiple sources.
• Prepare summaries, trend analyses, comparisons, recommendations, and other management reports for leadership review.
• Serve as the primary buyer for Finance and Operations and prepare and process purchase requisitions in accordance with institutional policies and established budgets.
• Track purchase orders, invoices, contracts, and related documentation and maintain accurate procurement records.
• Support budget monitoring, forecasting, operational analysis, and other decision-support needs, ensuring information is accurate, timely, and clearly communicated.

Finance and Operations Coordination

• Provide project, analytical, and operational support to the Vice President of Finance and Operations and the functions within the division.
• Cover divisional initiatives involving Business Services, Human Resources, Facilities, Information Technology, College Police, and other areas within the Vice President’s scope.
• Gather and synthesize information across functional areas, identify dependencies or unresolved issues, and prepare consolidated reports, briefing materials, and recommendations.
• Support implementation and follow-up of divisional priorities, operational changes, and special initiatives requiring coordination across multiple units.
• Serve as a point of coordination when projects or operational matters require participation from multiple Finance and Operations units or other College divisions.

Finance and Operations Support

• Provide administrative, analytical, and project support to the Vice President of Finance and Operations and assigned Finance and Operations initiatives.
• Serve as the primary buyer for Finance and Operations and prepare and process purchase requisitions in accordance with institutional policies and established budgets.
• Track purchase orders, invoices, contracts, and related documentation and maintain accurate procurement records.
• Cover the Vice President’s calendar, meetings, site visits, travel, and related logistics; identify scheduling conflicts and seek direction when meeting changes, declines, or recurring invitations require judgment.
• Prepare travel documentation, expense reimbursements, briefing materials, and other administrative support needed for the Vice President’s meetings, travel, and commitments.

Records Management and Digital Organization

• Develop and maintain organized digital filing and information-management systems for institutional projects, Finance and Operations, procurement, and other assigned areas.
• Ensure appropriate retention, storage, retrieval, and disposition of electronic records in accordance with institutional and Commonwealth requirements.
• Maintain consistent file structures, naming conventions, version control, and document-management practices to support continuity, accessibility, and audit readiness.
• Facilitate timely retrieval of records and documentation for audits, management inquiries, operational needs, and other institutional purposes.

Process Improvement and College-Wide Coordination

• Identify and recommend improvements to administrative, financial, operational, and project-management processes.
• Develop tools, templates, workflows, procedures, and documentation that improve efficiency, accountability, consistency, and information quality.
• Support implementation of new systems, procedures, technologies, and operational improvements across divisions and campuses.
• Work collaboratively with College leaders, employees, vendors, and external partners to resolve operational issues and advance assigned initiatives.

Special Assignments

• May be required to perform other duties as assigned.
• May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.