Assistant Director of Operations
Description
Job Profile
Administrative Operations Manager 2
Job Family
Administrative Operations
Time Type
Full time
Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications
Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field including two (2) years managerial experience; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Job Profile Summary:
Manages the intermediate to complex operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.
Job Description
Position Salary Range: $78,000 - $116,900 per year; DOE
Job Description :
The Assistant Director of Business Operations provides strategic and operational leadership across business administration, human resources, procurement, and organizational operations. This position supports the development and implementation of effective administrative processes, strengthens operational controls, and ensures business activities are conducted in accordance with university policies, procedures, and applicable requirements.
The position works closely with organizational leadership, university administrative offices, and internal stakeholders to coordinate business operations, support workforce needs, facilitate procurement and administrative activities, and promote efficient and sustainable organizational practices. The position requires strong organizational, analytical, communication, and problem-solving skills, as well as the ability to manage multiple priorities in a complex university environment.
This position is funded by DoD and requires candidates to meet the definition of US person as defined in as defined by 22 C.F.R. § 120.62 and 15 C.F.R. § 772.1.
Essential Duties
Business Operations and Administration
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Manage and coordinate multiple high-priority administrative and operational activities.
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Provide senior-level administrative and operational support, including scheduling, meeting coordination, preparation of background materials, and general administrative coordination.
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Develop, implement, and maintain efficient administrative processes, procedures, and internal controls.
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Review operational documents for completeness, accuracy, and compliance with university policies and established practices.
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Independently prepare correspondence, reports, presentations, and other materials requiring sound judgment and knowledge of complex administrative matters.
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Coordinate day-to-day business operations and administrative activities to support organizational priorities.
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Assist with travel coordination, including travel requests, itineraries, documentation, and expense-related processes.
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Assist with planning and coordinating organizational meetings and events, including logistics, equipment, catering, invitations, and participant coordination.
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Coordinate office operations, supplies, equipment, access, and other administrative needs.
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Provide support to leadership, faculty, staff, visitors, and other stakeholders.
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Generate and maintain operational reports, presentations, and management materials.
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Identify opportunities to improve administrative processes, efficiency, communication, and organizational effectiveness.
Procurement and Business Services
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Provide oversight and direction to the Procurement Coordinator in support of organizational purchasing and procurement activities.
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Assist with the preparation, review, and submission of procurement requests and related documentation.
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Review procurement requests for completeness, accuracy, appropriate documentation, and alignment with university policies and procedures.
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Review account information and available funding to support procurement activities and operational planning.
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Coordinate with procurement, contracting, finance, and other university offices to facilitate timely processing of purchases, agreements, and other business transactions.
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Assist leadership and staff in navigating university procurement and business processes.
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Monitor procurement activities and identify opportunities to improve efficiency, compliance, and internal controls.
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Support appropriate stewardship of organizational resources through effective procurement and business practices.
Human Resources
Serve as HR Liaison by partnering with the Knowledge Enterprise People Operations team to ensure consistent application of policies, practices, and procedures.
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Coordinate and support human resources activities managed by People Operations, including recruitment, position management, hiring, onboarding, employee changes, and personnel administration.
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Coordinate recruitment activities managed by People Operations, including position postings, interview scheduling, hiring documentation, onboarding, and access requests.
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Support managers and leadership with staffing needs, organizational planning, employee-related processes, and personnel administration.
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Maintain appropriate documentation related to personnel activities.
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Assist with workforce planning and organizational development initiatives.
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Support the implementation of HR policies, procedures, and processes in accordance with university requirements.
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Identify opportunities to review HR processes and the overall employee experience.
Financial and Account Coordination
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Review account balances and available funding to support procurement activities, operational planning, and resource coordination.
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Assist with reviewing financial information to ensure purchases and other business activities are appropriately aligned with available resources.
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Coordinate with finance personnel and university administrative offices regarding account questions, procurement needs, and financial documentation.
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Assist leadership with financial and operational information needed to support planning and decision-making.
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Monitor business transactions and administrative activities for completeness and appropriate documentation.
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Support appropriate stewardship of organizational resources by ensuring business and procurement activities follow established university policies and procedures.
Strategic and Organizational Operations
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Serve as a member of the leadership team and provide input on operational planning, organizational initiatives, and strategic priorities.
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Evaluate administrative and business processes and recommend improvements to increase efficiency, accountability, and sustainability.
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Develop and implement administrative policies, procedures, and practices that support organizational goals.
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Collaborate across university departments and administrative units to resolve complex operational issues and improve coordination.
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Interpret and apply university, state, federal, and other applicable requirements to business and administrative operations.
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Develop management reports and analyses to support informed decision-making and operational planning.
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Lead or participate in cross-functional initiatives and special projects as assigned.
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Identify opportunities to strengthen operational controls, improve processes, and establish sustainable business practices.
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Serve as a liaison with centralized university offices and other administrative partners to facilitate effective resolution of operational, HR, procurement, and administrative matters.
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Supervise business operations, and executive administrative staff
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Oversee event planning and coordination
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Schedule Building Tours
Desired Qualifications
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Experience working within a large university or other complex public-sector organization.
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Professional certification in program management, business operations, human resources, or a related discipline.
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Experience overseeing or providing direction to administrative staff.
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Experience