Assistant Director of Operations

This Assistant Director of Operations position is with Arizona State University in Tempe, AZ. 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 • Manage 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 Services • Provide 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 Resources Serve 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 Coordination • Review 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 Operations • Serve 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 staff • Oversee event planning and coordination • Schedule Building Tours Desired Qualifications: • Experience 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 Environment: • Climate-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. Department Statement: Each year since 2016, ASU has been named the most innovative school in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all eleven years the category has existed. ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. To learn more about how Knowledge Enterprise is a place for your career to grow, visit https://research.asu.edu/about-us/careers. 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 https://cfo.asu.edu/compensation-estimator. Driving Requirement: Driving is not required for this position. Location: Off-Campus: Mesa/Tempe Funding: Grant Funded Instructions to Apply: Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub. To be considered, your application must include all of the following attachments: • Cover letter • Resume or CV Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name. Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered. Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date. Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience. Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete. ASU Statement: Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe. ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law. Notice of Availability of the ASU Annual Security and Fire Safety Report: In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456. Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources. ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator Employment Verification Statement: ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications. Background Check Statement: ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academ