Assistant Director of Operations

Administrative Operations Manager 2Manages the intermediate to complex operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.Position Salary Range: $78,000 - $116,900 per year; DOEThe 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 by 22 C.F.R. § 120.62 and 15 C.F.R. § 772.1.Essential DutiesBusiness Operations and AdministrationManage and coordinate multiple high-priority administrative and operational activities.Provide senior-level administrative and operational support, including scheduling, meeting coordination, preparation of background materials, and general administrative coordination.Develop, implement, and maintain efficient administrative processes, procedures, and internal controls.Review operational documents for completeness, accuracy, and compliance with university policies and established practices.Independently prepare correspondence, reports, presentations, and other materials requiring sound judgment and knowledge of complex administrative matters.Coordinate day-to-day business operations and administrative activities to support organizational priorities.Assist with travel coordination, including travel requests, itineraries, documentation, and expense-related processes.Assist with planning and coordinating organizational meetings and events, including logistics, equipment, catering, invitations, and participant coordination.Coordinate office operations, supplies, equipment, access, and other administrative needs.Provide support to leadership, faculty, staff, visitors, and other stakeholders.Generate and maintain operational reports, presentations, and management materials.Identify opportunities to improve administrative processes, efficiency, communication, and organizational effectiveness.Procurement and Business ServicesProvide oversight and direction to the Procurement Coordinator in support of organizational purchasing and procurement activities.Assist with the preparation, review, and submission of procurement requests and related documentation.Review procurement requests for completeness, accuracy, appropriate documentation, and alignment with university policies and procedures.Review account information and available funding to support procurement activities and operational planning.Coordinate with procurement, contracting, finance, and other university offices to facilitate timely processing of purchases, agreements, and other business transactions.Assist leadership and staff in navigating university procurement and business processes.Monitor procurement activities and identify opportunities to improve efficiency, compliance, and internal controls.Support appropriate stewardship of organizational resources through effective procurement and business practices.Human ResourcesServe as HR Liaison by partnering with the Knowledge Enterprise People Operations team to ensure consistent application of policies, practices, and procedures.Coordinate and support human resources activities managed by People Operations, including recruitment, position management, hiring, onboarding, employee changes, and personnel administration.Coordinate recruitment activities managed by People Operations, including position postings, interview scheduling, hiring documentation, onboarding, and access requests.Support managers and leadership with staffing needs, organizational planning, employee-related processes, and personnel administration.Maintain appropriate documentation related to personnel activities.Assist with workforce planning and organizational development initiatives.Support the implementation of HR policies, procedures, and processes in accordance with university requirements.Identify opportunities to review HR processes and the overall employee experience.Financial and Account CoordinationReview account balances and available funding to support procurement activities, operational planning, and resource coordination.Assist with reviewing financial information to ensure purchases and other business activities are appropriately aligned with available resources.Coordinate with finance personnel and university administrative offices regarding account questions, procurement needs, and financial documentation.Assist leadership with financial and operational information needed to support planning and decision-making.Monitor business transactions and administrative activities for completeness and appropriate documentation.Support appropriate stewardship of organizational resources by ensuring business and procurement activities follow established university policies and procedures.Strategic and Organizational OperationsServe as a member of the leadership team and provide input on operational planning, organizational initiatives, and strategic priorities.Evaluate administrative and business processes and recommend improvements to increase efficiency, accountability, and sustainability.Develop and implement administrative policies, procedures, and practices that support organizational goals.Collaborate across university departments and administrative units to resolve complex operational issues and improve coordination.Interpret and apply university, state, federal, and other applicable requirements to business and administrative operations.Develop management reports and analyses to support informed decision-making and operational planning.Lead or participate in cross-functional initiatives and special projects as assigned.Identify opportunities to strengthen operational controls, improve processes, and establish sustainable business practices.Serve as a liaison with centralized university offices and other administrative partners to facilitate effective resolution of operational, HR, procurement, and administrative matters.Supervise business operations, and executive administrative staffOversee event planning and coordinationSchedule Building ToursDesired QualificationsExperience working within a large university or other complex public-sector organization.Professional certification in program management, business operations, human resources, or a related discipline.Experience overseeing or providing direction to administrative staff.Experience with university procurement, contracting, travel, or business processes.Experience reviewing account information and financial data to support operational planning and procurement activities.Experience developing and implementing administrative processes and internal controls.Experience preparing operational reports and management information.Demonstrated ability to lead process improvement and organizational change initiatives.Experience working collaboratively with senior leadership and centralized university administrative offices.Broad knowledge of university administrative operations, policies, and procedures.Experience in business operations, administration, human resources, procurement, or a related area.Demonstrated experience coordinating complex administrative and operational activities.Experience supporting procurement, purchasing, or business services within a complex organization.Experience coordinating or supporting human resources activities.Knowledge of policies, procedures, and regulatory requirements applicable to higher education or similarly complex organizations.Strong organizational, analytical, communication, and problem-solving skills.Demonstrated ability to work independently, exercise sound judgment, and manage competing priorities.Working EnvironmentClimate-controlled office setting subject to extended periods of being in a stationary position.Regular use of a computer and other office productivity equipment, such as a calculator, copy machine, and printer.At SWAPHub, we are dedicated to building an inclusive, and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.Working at ASU has additional perks and outstanding benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU/UA/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to ASU recreation and cultural activities; and more. To estimate the value of your total compensation, please visit Requirement: Driving is not required for this position.