Assistant Director, Operations

University of Chicago•Chicago, IL

20d•Hybrid

About The Position

The Assistant Director, Operations serves as the primary administrator for the Rustandy Center's operational, financial, and administrative functions, supporting both the Center and the Inclusive Economy Lab. The role exercises independent judgment in managing contracts, procurement, vendor relationships, and operational processes to ensure compliance with University policies and alignment with Center priorities. It provides guidance to staff and leadership on University policies, systems, and procedures, develops and delivers training, and recommends solutions to operational challenges. The position oversees onboarding for staff and interns, identifies opportunities to improve processes, and partners with leadership on operational priorities and strategic initiatives. It provides high-level operational support to the Executive Director and serves as a key liaison with University departments and external partners. The position is currently expected to work a minimum of three days per week in the office and is not eligible for employer-sponsored employment authorization.

Requirements

College or university degree in a related field.
Two to five years of work experience in a related job discipline.
Demonstrated organizational and time-management skills with attention to detail.
Creativity, resourcefulness, and strong problem-solving skills, including the ability to seek out, coordinate, and disseminate relevant information.
Ability to work with frequent interruptions and manage concurrent projects and deadlines.
Strong verbal and written communication and customer service skills.
Ability to work with minimal supervision.

Nice To Haves

Bachelor's degree.
Administrative experience.
Operations experience, including procurement and payments.
Event coordination experience.
Technical aptitude and high proficiency with the Outlook suite.
Familiarity with the University of Chicago, its systems, and its constituents.

Responsibilities

Oversee the Center's contract administration, including compliance, operational review of contract terms, approvals, execution, and renewals.
Direct vendor management and procurement, including evaluating providers, recommending selections, onboarding vendors, and ensuring compliance with University policies and financial controls.
Administer operational and financial processes; monitor expenditures and review transactions for policy and budget compliance; identify issues and recommend corrective actions.
Serve as the primary operational liaison with University departments and external business partners, including Accounting, Procurement, Facilities, Information Technology, Human Resources, and vendors.
Advise faculty, staff, and leadership on financial policies, expense management, procurement, travel policies, and administrative processes; interpret policies and recommend solutions for non-routine situations.
Develop, implement, and improve operational procedures and workflows to increase efficiency, strengthen compliance, and support business and program needs.
Lead operational planning and management of Center facilities and satellite office locations, including assessing needs, prioritizing resources, coordinating services, and implementing improvements.
Monitor and analyze operational activities and administrative processes; identify trends, risks, and improvement opportunities and make recommendations to leadership.
Partner with Center leadership on strategic initiatives, operational projects, and organizational priorities by conducting research and analysis, developing recommendations, coordinating implementation, and monitoring outcomes.
Support alumni engagement, donor stewardship, and other Center initiatives by coordinating operational activities and maintaining relationships with stakeholders.
Prioritize work, resolve operational issues, and recommend solutions aligned with Center objectives, University policies, and resource constraints.
Train office staff on office procedures and compliance protocols.
Coordinate special projects.
Assist in monitoring financial and budgetary activities, including vendor contracts.
Prepare and monitor a unit budget.
Perform other related work as needed.