Assistant Director of Operations

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Department:

Finance & Administration

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Exempt

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:

The Assistant Director of Operations (ADO) is responsible for the day-to-day financial and administrative functions of various Vice Provost Units managed centrally by the Office of the Provost.   Under the supervision of the Senior Director of Finance and Administration, the ADO provides comprehensive financial, budgetary, and HR support to the assigned unit. The support includes but is not limited to data analysis and reporting, managing procurement and accounts payable processes, ensuring that units comply with all university policies and procedures, and serving as the units’ human resources partner.  The ADO serves as a Liaison between the VP units and the university financial offices

Essential Functions:

Financial and Budget Management: 

• Works in conjunction with the Senior Director in managing budgetary activities throughout the year and provides assistance and/or guidance to the assigned VP units in promoting fiscal responsibility and balanced budgets. Assists in managing the two-year budget cycle processes for the assigned units.
• The ADO is responsible for preparing monthly, quarterly and year-end, and variance reports on the performance of all assigned units and other units under the Provost as requested by the Senior Director, Provost office leadership and VPs for the assigned units.
• This position manages the assigned VP units' expenditures budgets and processes and tracks budget amendments, journal entries/accounting adjustments, and other financial activities as required.  The incumbent also provides financial guidance to the assigned VP units to ensure best practices and effective use of annual permanent and temporary budgets.
• The incumbent collaborates with vendors and outside organizations and works closely with Procurement and Contracts to create requisitions and PO and develop service agreements that comply with university policy.  The ADO reviews and submits invoices to the university’s Accounts Payable Office, helps with employees’ reimbursements, student award payments, and other AP processes, and makes sure payments to partners and suppliers are processed timely. This position is also responsible for reviewing and approving Corporate Purchasing Card transactions for at least 8-to-10-unit managers. 
• Under the supervision of the Senior Director helps manage contractual agreements, oversees forecasts, monitoring, and tracking of revenue and expenditures and billing processes for online program partnerships and other partnerships and initiatives within the assigned units.    

Human Resources Management:

• The ADO serves as the primary contact for all personnel-related matters for the assigned VP units and provides guidance on AU policies regarding personnel, financial, and administrative matters as needed.  Reviews and approves posting of positions for searches. Assists with salary analysis to ensure adequate funding, participates in hiring committees, and processes HR personnel actions, such as position postings, hires, terminations, promotions, stipends, and awards. 
• The incumbent keeps abreast of changes to the organizational structure and reviews position action forms to reflect the structural changes.  Assists the Senior Director with assigned unit’s reorganization paperwork. Helps organize merit documents/data for the implementation of staff merit increases for assigned un