Assistant Director of Operations - Department of Earth and Planetary Sciences

Job Posting Title:

Assistant Director of Operations - Department of Earth and Planetary Sciences

----

Hiring Department:

Department of Earth and Planetary Sciences

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt from FLSA

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

Purpose

The Assistant Director of Operations provides strategic and operational leadership for the administrative and business functions of the Department of Earth and Planetary Sciences at the Jackson School of Geosciences. As the department's senior administrative leader, this position oversees financial management, contracts and grants administration, information technology, travel, and business operations; promotes collaboration, cross-training, and operational continuity across administrative functions; and serves as a strategic advisor and primary administrative liaison to the Department Chair. The Assistant Director works closely with departmental and university stakeholders to ensure effective operations, regulatory compliance, and alignment with departmental, school, and university priorities.

Responsibilities

Department Operations and Strategic Administration

• Serve as a strategic advisor to the Department Chair by translating departmental priorities into operational plans, coordinating implementation across administrative functions, leading cross-functional initiatives, and ensuring alignment with Jackson School and university objectives.
• Provide day-to-day leadership and coordination for administrative managers and support staff, serving as the primary administrative point of escalation and ensuring consistent communication, alignment, and execution across operational areas.
• Manage and develop administrative staff, fostering a culture of customer service, accountability, collaboration, cross-training, knowledge sharing, and continuous improvement.
• Develop, implement, and evaluate departmental policies, procedures, and workflows to improve operational effectiveness.
• Provide administrative support and strategic guidance to the Chair on faculty-related processes and initiatives while partnering closely with the Faculty Affairs Coordinator to ensure efficient execution of faculty affairs activities.
• Manage and coordinate administrative processes on behalf of the Department Chair, including reviewing and approving routine operational, financial, and personnel actions under delegated authority.

Financial Management and Business Operations

• Direct departmental financial operations including budget planning, forecasting, resource allocation, financial reporting, and long-range financial modeling.
• Oversee staff responsible for monitoring departmental budgets, research funds, gifts, endowments, commitments, and funding allocations to ensure responsible stewardship of resources and financial sustainability.
• Work closely with the Department Chair to develop, manage, and communicate annual operating budgets and multi-year financial strategies that support departmental priorities.
• Develop financial analyses, budget projections, and strategic recommendations that support departmental decision-making and long-term planning.
• Prepare and oversee financial and regulatory reports for department leadership and university stakeholders.

Research Administration, Contracts, Grants, and Compliance

• Provide oversight for departmental contracts, grants, and sponsored project administration in coordination with faculty, research staff, and central offices.
• Oversee administrative support for proposal development, budget preparation, proposal submission processes, and post-award management activities.
• Oversee contract administration, subaward agreements, award management, and closeout activities.
• Monitor administrative processes related to sponsored projects to ensure compliance with university, state, federal, and sponsor requirements.
• Develop and implement effective administrative processes that support faculty research activities and proposal submissions.
• Assess operational risks and implement appropriate controls and compliance measures.

Stakeholder Relations, Technology, and Special Projects

• Serve as the primary liaison between the department and school, university, and external stakeholders, collaborating closely with departmental and school leadership to address operational needs and advance strategic priorities.
• Provide oversight of departmental informati