Special Assistant to COO

POSITION SUMMARY

The Special Assistant in the Chief Operations Office(COO) is a key support role responsible for managing data, providing detailed reports, and assisting with high-level administrative functions. This position requires a highly organized, detail-oriented professional who combines strong analytical skills with executive administrative proficiency. The individual must handle sensitive information with discretion and adapt to the fast-paced, evolving environment of higher education.

The role involves supporting strategic planning, facilitating communication across departments (Athletics, Campus Safety, Dining Services, Facilities Management), and contributing to operational and organizational efficiencies within the COO’s office.

TASKS & RESPONSIBILITIES

• Collect, analyze, and report data across COO units; develop dashboards and scorecards; support forecasting, benchmarking, and compliance.
• Ensure data quality and consistent reporting to senior leadership and the Board; support accreditation, audit, and grant documentation.
• Provide executive support to the COO: calendars, briefings, agendas, minutes, presentations, correspondence, and board book preparation.
• Coordinate Board of Trustees logistics; track action items and deadlines across departments.
• Partner with Athletics, Facilities, Campus Safety, Dining, Finance, Institutional Research, and Student Affairs to align reporting and operations.
• Prepare executive summaries and program analyses; contribute budget inputs and monitor procedures for fund use.
• Lead/support special projects; evaluate services, staffing, feasibility, performance, and accountability.
• Address inquiries, prepare status reports, and represent the VP-COO in meetings and community engagements as needed.
• Support staffing logistics and administrative assessments; respond to grievances and information requests.
• Review and improve management policies and procedures; contribute to policy, organizational, and strategic planning, including the annual plan.
• Coordinate support staff; maintain confidentiality and ensure compliance with laws, policies, and professional standards.

• Bachelor’s degree in business, public administration, management, education, or related field; Master’s preferred.
• 3–5 years’ experience in project, operations, or program management; background in education or public sector is a plus.
• Strong analytical, financial, and problem-solving skills, including cost-benefit and policy analysis.
• Exceptional communication, facilitation, and presentation skills with the ability to engage diverse audiences.

KNOWLEDGE, SKILLS & ABILITIES

• Proficiency with Microsoft Excel, Power BI (or similar tools), and database management.
• Strong professional writing and communication skills, including report and correspondence drafting.
• Exceptional organizational skills with the ability to manage competing priorities.
• Strong interpersonal skills and ability to collaborate across multiple divisions.
• High level of discretion and integrity with confidential information.

SUPERVISION

• This position reports directly to the Chief Operations Officer.

SALARY RANGE

• $50,000 annually

POSITION STATUS

• Full-time; in-person

SETTING

Founded in 1875, Huston-Tillotson University is Austin's first institution of higher education. The University is an independent, liberal arts, church-related, historically Black institution located on a 23-acre tree-lined campus near downtown Austin, Texas. The University is affiliated with the United Methodist Church, the United Church of Christ, and the United Negro College Fund.

Undergraduate, four-year degrees in business, education, the humanities, natural sciences, and social sciences are awarded. Huston-Tillotson University is multicultural, multiethnic, and multifaith, and welcomes students of all ages, races, and religions. All faculty are engaged in a range of activities, with their primary focus being teaching. The student-teacher ratio is 15 to 1, allowing for an environment of personalized attention to students.