The Director of Creative Operations is a senior member of UChicago Creative that plays a critical role in the success of projects, partner work portfolios and the overall organization â“ developing and managing scopes, schedules and budgets for our partners.
The Director of Operations leads the day-to-day operations of the team ensuring success of projects, developing and managing scopes, schedules and budgets. The role reports to the Executive Director, Creative.
The Director of Operations collaborates with other senior team members and his or her direct reports, which includes the photography, multi-media, and editorial and design project management and operations staff, to carry out his or her responsibilities, which include:
Understands all Creative services (editorial, design, multimedia, photography, PhotoStore, studios, project management, etc.) and works to integrate them within the department where appropriate
Ensures ease of resource access from creative projects and the Project Portal website to self-serve resources such as brand identity assets and guidelines, stationery, and PhotoStore; proactively seeks out, recommends, and oversees execution of improvements and changes when needed
Monitors resource allocation and efficiency across all teams and projects
Provides weekly forecast updates with a minimum future view of 2 â“ 3 weeks
Advises departmental leadership on all HR-related matters including org structure, hires, and salaries
Works with Associate Director of Finance, in University Communications to manage budget and produce staff utilization reports
Advises team on best organization system for storage/backup of digital file/asset resources on servers (or otherwise)
Develops, with input from senior creative leadership, and maintains freelance resource pool; manages relationships and agreements between UChicago Creative and freelancers and student staff
Develops, with input from senior creative leadership and project managers, and maintains production vendor resources
Identifies and provides innovative process and technology solutions that support UChicago Creative
Supervises the project management team and works with them to develop and maintain project management tools, methods, and processes, including project initiation, budgets, schedules, scope changes, billing, close-out and follow-up
Monitors and maintains the billing hours, project budgets and timelines of the department
Works with the Account Manager to resolve partner issues with project schedule and billing when they arise
Monitors new project requests, evaluating them in collaboration with the Account Manager for fit and feasibility; refers clients to other vendors when necessary
Helps to coordinate UChicago Creative projects with University of Chicago strategic initiatives and priorities
Provides leadership and direction in weekly project update meetings and monitors projects in-between, ensuring that all projects are on schedule, on budget, and are well resourced
Collaborates with the Executive Director, Account Manager, and other senior team members to set the strategy and vision for UChicago Creative, including growth opportunities and helps execute it
Works closely with Multimedia and Photography teams to develop high-volume processes, resource management and asset delivery methods. Works with Associate Director of Finance to develop best estimating and billing processes for high-volume workflows.
Maintains and ensures consistency in team communications regarding overall UChicago Creative processes, including onboarding new members and team-specific protocol and FAQs
With other departmental senior staff, motivates, mentors and develops UChicago Creative staff; creates an inspiring environment that promotes productivity, innovation, and job satisfaction
Leadership ability and a high level of maturity and sensitivity
Ability to juggle multiple projects at a time, while maintaining sharp attention to detail.
Ability to understand partner needs and their relative importance, and resolve conflicts
Strong understanding of the creative processes involved in successful photography, editorial, design and multimedia projects
Mastery of managing and controlling project scope, schedule, budget and resource management/reporting, revenue forecasting, and change management project roadmap development
Mastery of project management principles, methods and techniques
Mastery of communications, presentation, leadership, facilitation and negotiation skills
Strong understanding of project management and financial tools and software (i.e., Smartsheet, Basecamp, Harvest and Forecast)
Experience in an Apple Mac environment required; familiarity with creative production software (e.g., Adobe CS or CC, Final Cut) preferred; production experience a plus
Ability to generate read, and analyze financial, productivity and performance reports required
Ability to manage budgets
Ability to manage multiple projects and priorities simultaneously required
Excellent verbal and written communication skills required
Experience leading and mentoring staff required
Direct supervisory experience required
Education, Experience, or Certifications:
Bachelorâ™s degree required
Degree in communications, business, or a related field preferred
7+ years of experience in communications or related fields required
Experience in a creative agency preferred
Experience or familiarity with Communications in higher education preferred
All required documents must be submitted to be considered for this position
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR04074
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