Deputy Director, Operations and Special Projects

Position Summary

The Office of Undergraduate Education at Vanderbilt University is dedicated to empowering students to excel both academically and personally by providing transformative educational opportunities and fostering a collaborative and inclusive learning environment. We engage students in immersive experiences that go beyond the classroom, preparing them to navigate complex challenges and make a lasting impact both locally and globally. Through hands-on research, global experiences, and leadership development, the Office of Undergraduate Education supports the intellectual and personal growth of Vanderbilt’s undergraduate students.

The Deputy Director of Operations and Special Projects for the Office of Undergraduate Education is a key team member responsible for developing project plans and contributing to the development and implementation of strategic initiatives to ensure operational excellence throughout Undergraduate Education. Reporting to the Senior Director of Operations and Strategic Initiatives, this individual will manage and track key projects, ensuring milestones are met using project tracking software, and will provide leadership with updated timelines and status reports. An understanding of how data are used to inform decision making will be important in this role. The Deputy Director will attend key stakeholder meetings, maintain minutes, and drive follow-up on action items. Additionally, this role will oversee student engagement initiatives related to the Keegan Traveling Fellowship Program, including the recruitment and application processes, while also developing staff training and professional development programs. The Deputy Director will liaise closely with internal partners, including finance, human resources, marketing/communications, and some partner faculty.  This person in this role will serve on various institutional committees to support the success of Undergraduate Education’s strategic goals.

About the Office of Undergraduate Education (OUE)

The Office of Undergraduate Education (OUE), within the Office of the Provost and led by the Vice Provost for Undergraduate Education, empowers students to enrich their academic journeys through transformative educational opportunities. We are committed to fostering a community of collaboration and innovation, where over 7,000 undergraduate students at Vanderbilt can explore diverse perspectives, engage in hands-on research, and develop the skills to drive positive social change. By offering immersive learning experiences that extend beyond the classroom, we encourage students to generate new knowledge and discover solutions to complex challenges.

Undergraduate Education is also deeply committed to fostering equity, diversity, inclusion, and belonging. We strive to create an inclusive environment that supports both personal and academic growth, empowering students to reach their full potential as they prepare to lead and excel in a global society. Through our programs, we cultivate a strong sense of belonging for students, staff, and faculty, ensuring that opportunities for collaboration and mutual development are accessible across campus.

The Deputy Director of Operations and Special Projects will play a crucial role in advancing the goals and priorities of the Office of Undergraduate Education. Reporting to the Senior Director for Operations and Strategic Initiatives, the Deputy Director will collaborate closely with the Senior Director and other leaders to ensure the efficient and effective operation of the division. This role will be instrumental in enhancing administrative processes, supporting professional development, and driving key special projects that align with the mission and values of Undergraduate Education.

Key Functions and Expected Performance

• Provide strategic, tactical, and professional leadership for high-level projects and initiatives.
• Develop detailed project plans and timelines and identify and implement process improvements.
• Contribute to the development, implementation, and management of strategic initiatives that further the overarching goals of Undergraduate Education and the Provost’s Office.
• Collaborate with the Senior Director to provide comprehensive support for the Keegan Traveling Fellowship program, including building the application process, leading marketing and recruitment efforts, facilitating information sessions, meeting individually with students to answer questions, responding to student inquiries, coordinating application reviews, and overseeing interview logistics to support program selection and promotion.
• Lead the Summer Keegan Fellowship program, including spearheading marketing, recruitment, and application processes, facilitating interviews, and managing logistics. Ensure alignment and consistency with the Keegan Traveling Fellowship program.
• Assist in the initial vetting of resumes for staff positions and the Keegan Traveling Fellowship, reviewing applications to ensure alignment with role or program requirements.
• Lead the recommendation and review process for the Staff Excellence Awards, ensuring the recognition of exceptional contributions across Undergraduate Education.
• Assess program impacts through the assessment of qualitative and quantitative data to ensure goals are achieved.
• Conduct research and prepare reports and white papers for review.
• Draft standard operating procedures to establish best practices, streamline operations, enhance communication, and promote a culture of continuous improvement throughout departments within Undergraduate Education.
• Assist in developing staff engagement and professional development trainings.
• Foster a positive and inclusive work environment, supporting staff well-being and engagement.
• Enhance communication flows within Undergraduate Education, triaging issues and advising the Senior Director and Vice Provost as needed.
• Represent Undergraduate Education on university-wide committees, working groups, and campus activities to advance the mission of Undergraduate Education and the institution.
• Participate in Undergraduate Education and university-wide events to support colleagues and contribute to successful event outcomes.
• Collaborate with the Communications Manager and Senior Director to develop impactful presentations and talking points for the leadership team of Undergraduate Education, including the Vice Provost, ensuring clear and compelling messaging that supports strategic initiatives.
• Ensure spending is aligned with the budget and review monthly reports to reconcile budget to actuals.
• Develop and maintain positive and collaborative working relationships with campus partners.
• Perform other duties as assigned by the Senior Director or Vice Provost.

 Supervisory Relationships

• This position will have supervisory responsibility for up to three full-time staff within the Office of Undergraduate Education. This position reports administratively and functionally to the Senior Director of Operations and Strategic Initiatives.

Education and Certifications

• A Bachelor’s degree from an accredited institution of higher education is necessary.
• A Master’s degree from an accredited institution of higher education is preferred.

Qualifications

• A minimum of five years of experience and expertise in related project management.
• Experience working with or for institutions of higher education.
• Experience in business process change and change management.
• Exceptional interpersonal skills and a positive attitude.
• Ability to think strategically to manage multiple projects and initiatives with changing priorities and strict deadlines.
• Excellent and proven project management skills.
• Ability to manage and motivate people and teams who may not have direct reporting relationships.
• Ability to handle confidential information with discretion and professionalism.
• Demonstrated ability to handle high-level, sensitive, and confidential information.
• Ability to work independently through role and system ambiguity.
• Proficient with Microsoft software (e.g., Microsoft Excel, Word, PowerPoint, Teams).