Associate Director - Operations

Northeastern University•Arlington, VA

5d•$76,335 - $107,824

About The Position

The Associate Director - Operations directs a staff that provides an array of services to one or more campuses, including facility and campus operations, safety and security, events, vendor management, purchasing, visitor services, and technology infrastructure. The Associate Director participates in strategic and operational space planning activities, ensuring that the campus infrastructure supports the activities of staff, students, and faculty, as well as the delivery requirements for current and projected academic programs.

Requirements

Bachelor’s degree or equivalent combination of education and experience
At least 6 years of relevant professional experience
Supervisory experience working with employees and teams
Experience working with a complex, matrixed group of stakeholders
Knowledge of facilities operations management, project management, and business operations, including budget management and negotiations
Excellent teamwork, organizational, and adaptability skills
Strong communication, conflict management, problem-solving, critical-thinking, and decision-making abilities
Ability to work flexible hours, including availability after hours and on weekends

Nice To Haves

Project Management Professional (PMP) certification
Familiarity with technology support
Ability to read and interpret building plans

Responsibilities

Lead, engage, and motivate employees while actively supporting a positive team culture
Provide an effective process for performance management and development that establishes measurable goals, clear expectations, and solid direction for each team member
Provide frequent feedback, recognition, and coaching to ensure high performance, professional growth, and development
Plan for and support employees in career and professional development opportunities aligned with organizational needs
Address unsatisfactory employee performance, including developing, delivering, and monitoring performance improvement plans
Facilitate the resolution of employee conflicts
Lead and guide employees and teams to develop new skills, knowledge, and abilities that enhance performance and development
Plan and organize resources, assign and delegate activities, and measure results to achieve organizational expectations
Manage change by providing the necessary structure and a transparent environment, and coach employees and teams through changes impacting day-to-day work
Assist employees in navigating business processes and resolving issues
Administer and ensure compliance with university policies and procedures
Review staffing needs, including developing job descriptions and recruitment plans
Lead the selection and onboarding process
Supervise full-time, part-time, temporary, and/or student employees
Participate in strategic and operational space planning activities to ensure campus infrastructure supports staff, students, faculty, and current and projected academic programs
Work with communications and student services staff to ensure staff, students, and faculty remain informed of operational and building-related issues
Collaborate with the Registrar’s Office and colleges to ensure course scheduling operates effectively and that on-ground course schedules are accurately reflected in university information systems
Oversee scheduling of all extracurricular events
Manage campus inventory of technological resources, ensuring staff and faculty have access to laptops, monitors, and related equipment
Coordinate, receive, and provide quality assurance/quality control (QA/QC) oversight of local furniture and equipment deliveries in partnership with the Northeastern University Boston Facilities team
Represent campus needs to university facilities planning offices and processes as required
Serve as the primary liaison to building management and, when appropriate, university space planning and facilities staff regarding day-to-day building operations, maintenance, and repairs
Coordinate campus oversight of all construction and maintenance activities in collaboration with appropriate university staff
Assist in selection processes where appropriate and provide status reports to stakeholders at agreed-upon frequencies
Liaise with building management, property managers, and university staff to coordinate preventative and critical maintenance activities and monitoring of heating, ventilation, air conditioning (HVAC), water, electrical, and other building systems
Work with building management, internet service vendors, and regional information technology (IT) support to ensure consistent, high-quality wireless internet (Wi‑Fi) service across campus spaces
Ensure disruptions to Wi‑Fi service are managed and resolved quickly and effectively
Coordinate conference room, furniture, and facility upkeep and maintenance, including oversight of campus janitorial service contracts
Serve as the first point of contact on crisis management issues related to building or campus disruptions
Develop response protocols related to building disruptions, including weather-related disruptions and power outages
Act as the first responder for day-to-day building disruptions and emergencies by keeping senior management informed, obtaining direction, rendering decisions as appropriate, and ensuring efficient resolution
Monitor performance of contracted vendors to ensure contractual obligations are met
Develop and maintain campus operations policies and procedures in alignment with university policies and procedures
Engage effectively with campus and university teams to ensure the campus remains a model of efficient and effective operations
Oversee all space scheduling, including classrooms, conference rooms, and special event spaces
Manage staff scheduling to ensure adequate operational coverage during campus hours
Coordinate with Northeastern University Police Department (NUPD) to ensure the campus maintains an effective plan for the safety of all occupants during scheduled operating hours
Oversee on-site security to ensure contract requirements are consistently met
Ensure compliance with local Occupational Safety and Health Administration (OSHA) regulations, laws, and guidelines
Coordinate and lead emergency operations drills, including fire safety meetings and drills, earthquake preparedness activities, maintenance of emergency manuals, and training records
Oversee building badge and access procedures in coordination with building ownership and property management
Coordinate onboarding procedures to familiarize employees with campus security protocols and operational procedures
Provide access to contractors, service providers, and vendors as required to complete project and maintenance work
Ensure site security inspections, alarm testing, installations, and associated maintenance are completed at appropriate intervals
Identify potential security improvements, present recommendations to campus leadership and NUPD, and implement approved enhancements
Create protocols for on-site events, including end-to-end processes from event proposal through execution
Provide planning and logistics support for on-site events involving prospective students, alumni, local partners, and corporate partners
Coordinate delivery of outside services and space setup for events
Manage internal and external logistics with facilities, security, electrical, recycling, transportation, catering, equipment providers, and other vendors associated with events
Coordinate and support event-related communications and advertising as necessary
Plan staff assignments for on-site events to ensure adequate coverage at critical points
Supervise support staff to ensure quality customer and student experiences during events
Coordinate invitations, registration, confirmations, welcome packets, nametags, and event-day operations with university offices and staff
Support efficient campus operations through monthly review of campus finances and forecasts in partnership with the central Finance team and campus dean
Lead and participate in special projects