Assistant Director, Operations

Job Summary

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. This role exercises independent judgment in managing contracts, procurement activities, vendor relationships, and operational processes to ensure compliance with University policies and alignment with Center priorities. The Assistant Director serves as a resource to staff and leadership, interpreting financial and administrative policies, advising stakeholders on University systems and procedures, developing and delivering training, and recommending solutions to operational challenges. The position oversees onboarding processes for staff and interns, identifies opportunities for process improvement, and partners with leadership on operational priorities and strategic initiatives. The Assistant Director also provides high-level operational support to the Executive Director and serves as a key liaison with University departments and external partners.

Responsibilities

• Oversees the Center's contract administration function, ensuring compliance with University requirements, evaluating contract terms for operational alignment, coordinating approvals, and monitoring contract execution and renewal activities.
• Directs vendor management and procurement activities, including evaluating service providers, recommending vendor selections, overseeing onboarding processes, and ensuring compliance with University policies and financial controls.
• Administers operational and financial processes supporting Center activities, monitoring expenditures, reviewing financial transactions for policy and budgetary compliance, identifying issues, and recommending appropriate corrective actions.
• Serves as the primary operational liaison with University and external business partners, including Accounting, Procurement, Facilities, Information Technology, Human Resources, and vendors, facilitating resolution of complex operational issues and ensuring efficient service delivery.
• Provides guidance and consultation to faculty, staff, and leadership regarding financial policies, expense management, procurement procedures, travel policies, and administrative processes; interprets policies and recommends solutions to unique or non-routine situations.
• Develops, implements, and continuously improves operational procedures and workflows to enhance efficiency, strengthen compliance, and support evolving business and programmatic needs.
• Leads operational planning and management of Center facilities and satellite office locations, assessing needs, prioritizing resource allocation, coordinating services, and implementing operational improvements.
• Monitors and analyzes operational activities and administrative processes, identifying trends, risks, and opportunities for improvement, and making recommendations to leadership to support organizational effectiveness.
• Partners with Center leadership on strategic initiatives, operational projects, and organizational priorities, conducting research and analysis, developing recommendations, coordinating implementation activities, and monitoring outcomes.
• Supports alumni engagement, donor stewardship, and other Center initiatives by coordinating operational activities, ensuring timely execution of processes, and maintaining effective relationships with internal and external stakeholders.
• Exercises independent judgment in prioritizing work, resolving operational issues, and recommending solutions that align with Center objectives, University policies, and resource constraints.
• Responsible for training office staff on office procedures and compliance protocols.
• Coordinates special projects.
• 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

Education: Bachelor's degree. Experience: Administrative experience. Operations experience, including procurement and payments. Event coordination experience. Technical Skills or Knowledge: Technically adept and highly proficient user of the Outlook suite.

Preferred Competencies

• Demonstrated organizational and time management skills with keen attention to detail.
• Creativity, resourcefulness, and strong problem-solving skills, including willingness to seek out, coordinate, and appropriately disseminate key information.
• Work with frequent interruptions and successfully manage concurrent projects and deadlines.
• Strong verbal and written communication and customer service skills.
• Familiarity with the University of Chicago, its systems, and its constituents.
• Work with minimal supervision.

Working Conditions

This position is currently expected to work a minimum three days per week in the office.