Assistant Director PHutures

Operations & Financial Management (45%)

• Oversee the day-to-day operations of the university-wide office by developing, implementing, and monitoring processes, procedures, and policies.
• Continuously evaluate and optimize operations, including budget and event management, as well as technology resources.
• Collaborate with other departments to identify opportunities for operational improvements and implement best practices.
• Establish effective communication channels with the Executive Director, staff, and stakeholders.
• Regularly review and analyze data to measure performance, identify trends, and inform data-driven decision-making.
• Ensure accurate bookkeeping activities, adherence to internal controls, and compliance with regulations and reporting requirements.
• Oversee corporate card management, reconciliation, and compliance with institutional policies and guidelines.
• Coordinate with relevant units to process purchase orders, disburse honoraria, and pay speaker fees while complying with institutional policies and procedures.
• Stay informed about relevant institutional policies, procedures, and systems related to finance and operations.
• Develop and implement effective event management strategies, ensuring that events are delivered to a high standard and meet the needs of stakeholders.
• Collaborate with internal and external partners to plan and execute successful events, including logistics, promotion, and coordination of event-related activities.
• Collect and analyze event-related data to measure the effectiveness of events, identify areas for improvement, and make data-driven decisions on event management strategies.
• Ensure that data is accurate, reliable, and easily accessible to inform decision-making and to comply with institutional reporting requirements.
• Implement and maintain effective event management systems and tools to support the planning and execution of events, including online registration, event scheduling, and communication with attendees.
• Establish and maintain relationships with vendors and service providers to ensure cost-effective and high-quality event management services.
• Regularly review event management procedures and practices to identify opportunities for improvement and implement best practices.
• Work closely with the Executive Director and other stakeholders to ensure that events are aligned with the strategic goals and objectives of the organization.
• As part of this role, you will be responsible for ensuring that the necessary resources are allocated for successful event management and that events are delivered to a high standard, contributing to the overall success of the organization.
• Collaborate with internal and external partners to develop and process Memorandum of Understanding (MOU) agreements, ensuring compliance with institutional policies and regulations.
• Maintain an up-to-date inventory of active MOUs, tracking deadlines for renewal and monitoring compliance with established terms.

Leadership & Collaboration (40%)

• Partner with the Executive Director to develop and implement a multi-year strategic plan for the office, aligning with the institution's mission and vision.
• Actively participate in decision-making processes and contribute to the development of innovative programming and services for Ph.D. students, postdocs, and alumni.
• Provide leadership and collaborate with stakeholders to identify opportunities for growth and improvement, establishing partnerships and initiatives that advance the goals of the office and the institution.
• Co-supervise and manage student staff members, ensuring they are adequately trained, supported, and equipped with necessary resources.
• Foster a positive, inclusive, and collaborative work environment, encouraging professional growth, open communication, and teamwork.
• Build and maintain strong relationships with internal and external stakeholders to support the office's strategic objectives.
• Continuously evaluate the office's programs and initiatives, using data-driven approaches to inform decision-making and drive improvement.
• Regularly report progress, achievements, and challenges to the Executive Director and other stakeholders as appropriate.
• Demonstrate a commitment to promoting diversity, equity, and inclusion within the office and its programs.

Digital Outreach, Marketing, & Branding (15%)

• Collaborate with staff to develop and maintain the office's web presence, ensuring engaging web copy and user experience.
• Work closely with staff to create and maintain content for the office's social media accounts and online presence.
• Develop marketing strategies to promote events, resources, and initiatives to internal and external stakeholders.
• Establish and maintain a robust and cohesive brand identity for the office that reflects its mission, values, and impact.
• Leverage various communication channels and platforms to showcase the office's contributions to the doctoral and postdoctoral community.