Assistant Director, Operations
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 independently manages contracts, procurement, vendor relationships, and operational processes to ensure compliance with University policies and alignment with Center priorities. It advises staff and leadership on financial and administrative policies, University 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 also 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. It is not eligible for employer-sponsored employment authorization.
Requirements
- A 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 problem-solving skills, including the ability to seek out, coordinate, and appropriately disseminate 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, review of contract terms, approvals, execution, and renewals.
- Direct vendor management and procurement, including evaluating service providers, recommending selections, overseeing onboarding, 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 action.
- Serve as the 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 unusual situations.
- Develop, implement, and improve operational procedures and workflows.
- Plan and manage Center facilities and satellite office locations, including assessing needs, allocating 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, projects, and organizational priorities by conducting research and analysis, developing recommendations, coordinating implementation, and monitoring outcomes.
- Coordinate operational activities supporting alumni engagement, donor stewardship, and other Center initiatives; ensure timely execution and maintain stakeholder relationships.
- 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 with monitoring financial and budgetary activities, including vendor contracts, and prepare and monitor a unit budget.
- Perform other related work as needed.
Benefits
- Benefits eligibility; the University offers health, retirement, and paid time off programs and resources.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
