Assistant Director of Operations

Arizona State University•Tempe, AZ

6d•Hybrid

About The Position

The Assistant Director of Operations serves as a senior operational leader within the Department of Physics and plays a critical role in supporting the department’s academic, research, financial, and administrative mission. Reporting directly to the Department Chair, this position provides leadership and operational oversight across finance, human resources, faculty affairs, academic operations, and research administration functions. The Assistant Director manages a team of six professional staff members and partners closely with department and college leadership to ensure efficient operations, strong internal controls, regulatory compliance, and exceptional customer service. This position is responsible for managing complex operational priorities in a fast-paced academic and research environment while balancing strategic planning with day-to-day operational execution. The ideal candidate is a proactive, solutions-oriented leader who thrives in a collaborative environment and demonstrates initiative, strong analytical thinking, sound judgment, and a continuous improvement mindset. Successful candidates will be comfortable navigating ambiguity, independently solving problems, building strong relationships, and leading operational change initiatives that improve efficiency, service, and organizational effectiveness. Department leadership may offer standard or alternative schedules that best meet operational and business needs.

Requirements

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.
Experience managing operations within higher education, academic, or research environments.
Experience overseeing complex financial operations, budgeting, and fiscal analysis.
Experience managing HR operations and academic personnel processes.
Experience supervising and developing professional staff.
Experience leading operational improvement and process optimization initiatives.
Experience supporting post-award research administration and sponsored project management.
Demonstrated ability to independently manage multiple priorities and competing deadlines in a dynamic environment.
Demonstrated ability to proactively identify challenges, develop solutions, and implement operational improvements.
Strong analytical, organizational, problem-solving, and decision-making skills.
Strong written, verbal, and interpersonal communication skills.
Experience using enterprise administrative systems such as Workday, PeopleSoft, or related systems.
Demonstrated commitment to collaboration, customer service, and continuous improvement.

Responsibilities

Serve as a key member of the department leadership team and contribute to operational planning, strategic initiatives, and organizational decision-making.
Oversee the day-to-day administrative operations of the department, ensuring effective coordination across finance, HR, academic operations, and research administration functions.
Lead operational planning efforts and identify opportunities to improve processes, workflows, communication, and service delivery.
Develop, implement, and maintain operational procedures, internal controls, and administrative best practices.
Foster a collaborative, customer service-focused, and solutions-oriented work environment that supports faculty, staff, students, and research personnel.
Independently manage complex operational issues while exercising sound judgment, discretion, and professionalism.
Oversee departmental financial operations including budgeting, forecasting, reconciliations, financial reporting, and fiscal monitoring.
Develop and manage state, local, designated, gift, and research-related budgets in compliance with university, state, and sponsor regulations.
Monitor expenditures and financial activity to ensure fiscal responsibility, compliance, and alignment with departmental priorities.
Prepare financial analyses, projections, and reports to support operational and strategic decision-making.
Oversee purchasing, travel, reimbursements, contracts, and related business operations activities.
Coordinate audit preparation activities and maintain documentation supporting financial and operational compliance.
Oversee departmental HR operations including recruitment, hiring, onboarding, payroll, employee relations, and personnel transactions.
Manage academic personnel processes including faculty appointments, evaluations, promotion and tenure support, summer salary administration, and related faculty affairs activities.
Provide guidance and interpretation regarding university policies, procedures, and employment regulations.
Supervise, mentor, and develop a team of six staff members while promoting accountability, collaboration, professional development, and cross-functional support.
Establish clear operational expectations and ensure timely, accurate, and customer-focused service delivery.
Support operational activities related to undergraduate and graduate academic programs.
Coordinate with department leadership regarding instructional staffing, teaching appointments, and operational support for academic initiatives.
Assist with operational planning and implementation related to course scheduling, instructional support, and student employment processes.
Provide operational oversight and leadership for the department’s post-award research administration and sponsored project support functions.
Supervise and support professional staff responsible for post-award financial management, compliance monitoring, and sponsored project administration.
Partner with faculty, research staff, and university research administration offices including ORSPA and KE to support effective research operations and compliance.
Monitor departmental research administration processes to ensure financial accuracy, regulatory compliance, timely reporting, and effective internal controls.
Support the development and implementation of tools, procedures, and operational improvements that strengthen research administration effectiveness and service delivery.
Assist in resolving complex research administration and compliance issues while ensuring alignment with university and sponsor requirements.