Assistant Director, Operations

Job Summary

The Assistant Director, Operations supports the Fama-Miller Center's mission to advance academic research in finance through leadership, coordination, and administration of key operational functions. This position oversees the operational execution of the Center's weekly workshops and academic conferences and manages a broad portfolio of responsibilities, including website administration, travel and expense operations, research professional hiring support, and data resource administration.

Responsibilities

• Heads the Center's faculty workshop program, which includes three different weekly workshops. Establishes event timelines, coordinates faculty and speaker engagement, oversees program logistics and resource allocation, and ensures successful execution aligned with the Center's objectives.
• Oversees the Center's expense and travel reimbursement operations for workshop speakers, conference participants, and visiting scholars. Ensures compliance with University policies and procedures, provides guidance on reimbursement requirements, identifies process improvements, and serves as a primary resource for stakeholders regarding travel and expense administration.
• Oversees the administrative operations of the research professional hiring process in partnership with the Director of Research Systems and Development. Reviews application materials for completeness and compliance with established requirements, maintains hiring documentation, monitors applicant progression, and prepares materials to support hiring decisions.
• Leads the planning and administration of academic conferences and special events, independently managing assigned conferences from inception through completion. Oversees project planning, registration processes, vendor relationships, budget tracking, stakeholder communications, logistics coordination, and on-site operations to ensure successful program delivery.
• Supports the administration of the Center's data resources in partnership with the Director of Research Systems and Development by developing and maintaining systems to monitor usage, track subscriptions, manage renewal schedules, and support long-term data management needs.
• Oversees the strategic management and continuous enhancement of the FMC website and related digital communication platforms. Develops content management processes, ensures information accuracy and accessibility, aligns online resources with the Center's priorities, programs, and strategic initiatives.
• Collaborates with Center leadership to collect, analyze, and synthesize operational, programmatic, and financial information for the FMC Annual Report and other strategic reporting initiatives.
• Oversees office operations and resource management for the Center, including procurement, inventory administration, vendor coordination, and supply management. Evaluates operational needs and implements processes that support efficient and effective administrative operations.
• Exercises substantial independent judgment and discretion in managing operational activities, establishing priorities, resolving complex administrative issues, and recommending process improvements that enhance organizational effectiveness and support the Center's strategic goals.
• Leads or participates in special projects and other operational initiatives as assigned.
• Serves as a key operational partner in advancing the Center's mission, strategic objectives, and long-term priorities.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services.
• Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
• Performs other related work as needed.

Minimum Qualifications

Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications

• Bachelor's degree.
• Administrative and operations experience.
• Event and program management experience.
• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).
• Familiar with payment processing and financial systems.

Preferred Competencies

• Exceptional time, resource management, organizational skills and attention to detail.
• Handle multiple detailed tasks/projects simultaneously and meet strict deadlines with frequent interruptions.
• Work independently with little supervision; possess a self-motivated disposition; identify opportunities for improvement and recommend effective changes, all while achieving key objectives resulting in desired outcomes.
• Professional demeanor, including tact, discretion, and a customer service-oriented approach.
• Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty and corporate contacts in a multitude of communication methods, including in person, email, and phone.
• Outstanding verbal, written, and presentation skills, as well as organizational skills.