Assistant Director of Administrative Operations

Job Description Summary The Wilkinson College of Arts, Humanities, and Social Sciences (WCAHSS) Assistant Director of Operations supports the Director of Academic Operations by overseeing daily financial operations and ensuring alignment with college and university policies.

Responsibilities include managing budgets, monitoring financial performance, preparing reports, and coordinating with university departments like Financial Services and Legal Affairs.

The Assistant Director also provides leadership by supervising department staff, conducting performance evaluations, and fostering a collaborative work environment.

Additionally, they assist in contract preparation, budget development, and strategic planning alongside the Wilkinson leadership team to enhance operational efficiency.

Responsibilities 50% Daily Financial Support :

Supervise daily AP and Purchasing approvals to ensure compliance with University Fiscal Policy, budget availability, and funding agency guidelines.

Includes overseeing purchase orders, Concur expense reports, supplies orders, and P-card reconciliations.

• Collaborate with the Dean and Director of Operations to establish budget and financial policies and procedures for the college.
• Participate in developing, preparing, and executing annual budgets, including annual budget plans and end-of-year balance notifications.
• Document and regularly review college financial and operational processes to enhance efficiency and streamline operations.
• Support department administrative assistants with budget inquiries and liaise with accounting and purchasing departments to resolve issues.
• Provide oversight of fiscal close processes to ensure the college meets university deadlines.
• Offer consultation and support to the Director of Operations on budget management, enhancement requests, allocation of funds, and strategic objectives.
• Manage faculty and student travel, research allowances, start-up packages, gifts, and awards. Notify recipients of allocations and balances and provide guidance on fund usage.
• Support training and communication efforts with staff and faculty regarding financial policies and procedures, deadlines, and budget management.
• Collaborate with the Research Development & Administration Manager on communications with faculty, human resources, and Academic Financial Operations regarding PI-sponsored project finances, projections, pending activities, and award closeout.
• Ensure timely processing and payment of Purchase Orders, invoices, and requisitions in coordination with department administrative assistants.

30% Staff Leadership & Supervision :

• Supervise and lead college department staff to achieve college goals and initiatives.
• Conduct regular one-on-one meetings focusing on professional development, well-being, and feedback.
• Conduct quarterly goal reviews aligning with college and departmental objectives.
• Assist in staffing assessments and manage HR functions, including hiring, evaluations, promotions, and terminations.
• Facilitate collaborative administrative meetings to foster team development and training.
• Identify and promote cross-college team building and partnership opportunities.
• Manage corrective actions objectively in consultation with the Director of Operations and HR.
• Assist in the development and implementation of staff onboarding, training, and resources across platforms like Trello, Airtable, and SharePoint.
• Support school and university initiatives, and serve as a backup for the Director of Administrative Operations within WCAHSS.

15% Operational Support & Management :

• Assist in developing and implementing college SOPs (Standard Operating Procedures) and KPIs (Key Performance Indicators).
• Collaborate with the WCAHSS Academic Operations Manager to ensure department staff are trained, supported, and accountable for academic functions such as faculty contracts and class scheduling.
• Work with the Director of Operations and Academic Operations Manager to communicate policies to staff and faculty. Conduct meetings to explain changes, address questions, and maintain morale.

5% other duties as assigned. Required Qualifications

• Bachelor’s degree. Minimum of 3 years of experience in staff management, financial administration, or a related operational role.
• Demonstrated ability to lead and inspire teams, providing mentorship and fostering professional development to cultivate a collaborative and high-performing work environment.
• Proficient in conducting one-on-one meetings and performance evaluations, delivering constructive feedback, and developing tailored improvement plans to support individual employee growth and success.
• Skilled in facilitating meetings and fostering cross-departmental collaboration to achieve organizational goals.
• Experience in overseeing financial operations to ensure compliance with policies and guidelines, including budget planning, expenditure monitoring, and reporting.
• Strong attention to detail and organizational skills.
• Ability to collaborate with senior leadership to develop and execute budgets, monitor financial performance, and optimize resource allocation.
• Proficient in implementing and maintaining financial controls and processes to enhance efficiency and ensure regulatory compliance.
• Strong background in developing and implementing operational processes and procedures to improve organizational efficiency and effectiveness.
• Effective communicator with experience in conveying complex information clearly and persuasively to diverse audiences.
• Ability to manage multiple priorities and adapt to changing circumstances in a dynamic environment.
• Strong analytical and problem-solving skills, with a proactive approach to identifying issues and implementing solutions.
• Collaborative mindset with a proven track record of building and maintaining positive relationships across teams and departments.
• Proficient in Microsoft Office Suite, particularly Excel.

Desired Qualifications

• Desired : Experience with PeopleSoft Finance Software and Concur.
• Desired : Working knowledge of higher education environment, policies, and procedures
30+ days ago