Director of the Office of the Vice President (OVP) for PPPL

Princeton University•Princeton, NJ

About The Position

Reporting to the Dean for Research and Vice President for the Princeton Plasma Physics Laboratory (PPPL) for Princeton University, or their designee, the Director of the Office of the Vice President (OVP) for PPPL is responsible for managing the day-to-day operations of the office, including managing the contract modification process, the processes supporting the Contractor Assurance System (CAS), and other key tasks associated with the OVP responsibilities. This position represents Princeton University’s interests in engagements with the Department of Energy Site Office and PPPL leadership and staff. The Director serves as the financial manager for the department, overseeing both the OVP internal budget, the Advisory Board (AB) budget and the reporting of contractual commitment funding. This position plans and oversees logistics for meetings and other functions of the PPPL’s Advisory Board (AB) and Board of Directors (BoD) and ensures adherence to University obligations under the Prime Contract. Other OVP for PPPL staff may report into this position.

Requirements

Ability to effectively manage the resources of the department, including budget management and financial oversight.
Bachelor's degree and 10 years of relevant experience
Ability to effectively work with senior level management
Ability to build effective collaborative relationships
Excellent organizational and management skills; demonstrated project planning and management skills; ability to handle multiple tasks in a timely manner
Discretion and good judgment
Excellent written and oral communication skills
Strong ability to work independently with a high level of accuracy and manage multiple priorities simultaneously
Experience with exercising discretion with confidential information
Demonstrated experience in preparing and completing financial transactions and reporting, including preparing financial spreadsheets
Demonstrated leadership, innovative thinking and comfort with decision-making and problem-solving
Advanced computer skills (e.g. Microsoft Office suite, SharePoint, Adobe Professional)

Nice To Haves

Master's Degree
Familiarity with Princeton University campus resources or PPPL operations, computing systems (e.g., PRIME, Concur, PRIME Marketplace), and culture
Experience in an academic environment Experience with the Federal Government
Strong understanding of FAR, DEAR, and DOE M&O contract structures.

Responsibilities

Plan and execute day-to-day OVP activities, including participation in strategic planning and process improvement within OVP. Plan and oversee annual calendar of responsibilities and events for OVP, including AB and BOD meetings and associated efforts, and support timely execution of logistics in partnership with office administrative support or other staff. Maintain archive of documents for OVP.
Represent OVP in working with other offices at the University, including facilitating the work of the Office of Audit and Compliance as needed. Identify opportunities for PPPL and the University to address issues and share solutions from across the enterprise.
Serve as the department financial manager including managing, verifying and tracking all Appendix F funding under the PPPL contract. Oversee, manage and report on University funding commitments to PPPL.
Meet regularly to build a collaborative relationship with PPPL and Department of Energy (DOE) site office staff. Represent the University’s interests and seek ways in which the University can support PPPL and DOE at those meetings. Identify those meetings at which the VP should be a participant. Support strategic preparation for pre-meetings and solution driven debrief post-meetings.
Oversee office space, IT resources, site access needs, and equipment purchases for OVP at PPPL, working in collaboration with PPPL and University staff.
Manage the enterprise risk management process for the OVP, interfacing with other stakeholders as needed, identifying, analyzing, and mitigating risks to align with institutional goals and compliance requirements.
Other duties as assigned in support of OVP including oversight of other staff.
On behalf of the OVP, work with PPPL leadership and subject-matter experts to manage and coordinate the Prime Contract modification and approval process with all stakeholders. Similarly, manage and coordinate the subcontract approval process with all stakeholders on behalf of OVP. Provide succinct written summaries and recommendations to VP regarding implications of proposed contract modifications. Ensure contract modifications, subcontracts, and supporting documents are fully reviewed prior to VP signature.
Maintain consistent communications with DOE site office staff and PPPL leadership about contract modifications and subcontracts.
Oversee CAS implementation by OVP. Work collaboratively with offices throughout the University to support contractual compliance for the University and alert the VP to any concerns. Manage all Department of Energy (DOE) and regulatory agency filings required of the OVP. Collaborate with PPPL leadership in identifying and tracking University financial and other administrative support benefits to PPPL.
Work in partnership with DOE site office staff and PPPL leadership to track and raise the visibility of any issues associated with PPPL performance and emerging problems (e.g., safety incidents, schedule issues, project management, or other areas of possible concern), including leading the logistics of any assessments originating in OVP. When OVP participation is required, work collaboratively to help design and implement effective solutions for issues related to the performance of PPPL.
As needed, serve in various contractually required roles, such as the contractor representative on the Contractor Performance Assessment Report (CPARS) for the PPPL Prime contract.
Oversee and manage all Advisory Board (AB) meeting logistics, including preparation and follow-up. Work with AB and PPPL staff to ensure recommendations are distributed and subsequent actions are reported back to the AB.
Support the VP in preparation of agendas, charges, recommendations, and reports for the AB and BOD. Work with the VP, PPPL leadership and staff, and AB members to provide needed materials to the AB prior to meetings.
Oversee, manage, and annually report AB expenses. Oversee letters of appointment and payments to Advisory Board members.
Manage University obligations related to the AB under the Prime Contract. Support the VP in selecting Advisory Board members.
Oversee and manage all Board of Directors (BOD) meeting logistics and prepare materials, such as resolutions, agenda, memos, etc., before the BOD meeting. Work with the VP to ensure implementations of any BOD decisions. Ensure compliance of BOD procedures with the Prime Contract and University rules. Manage the preparation and handling of the contractor assurance letter on behalf of the Board of Directors.
Act as scribe at the BOD meeting, distribute minutes draft and secure approval of the minutes.