Job Profile:

Administrative Operations Manager 2

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$117,810.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field including two (2) years managerial experience; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Manages the intermediate to complex operations of a department within the division. Monitors budget, implements strategic priorities, and prepares reports for senior management.

Job Description:

Salary Range:$78,000 - $117,810 per year; DOE

Job Description

The Associate Director provides strategic and operational leadership for the Center for Accelerating Operational Efficiency (CAOE), a multidisciplinary research center advancing innovative solutions in data analytics, artificial intelligence, operations research, systems engineering, and homeland security. Reporting to the Executive Director, the Associate Director oversees the center's administrative, financial, operational, and research support functions to ensure the successful execution of sponsored research programs, strategic initiatives, and stakeholder engagement.

The Associate Director serves as a key member of the leadership team and works collaboratively with faculty investigators, university leadership, government sponsors, industry partners, and consortium institutions to support the center's research mission, operational excellence, and long-term sustainability.

Essential Duties

• Provide leadership and oversight for the daily administrative and operational functions of the department, ensuring efficient, effective, and compliant business operations.

• Manage multiple high-priority initiatives while providing executive-level support to senior leadership, including complex calendar management, meeting coordination, travel arrangements, expense reconciliation, and preparation of briefing materials.

• Develop, prepare, analyze, and present administrative, operational, and financial reports to support strategic planning, resource allocation, and executive decision-making.

• Monitor departmental budgets, financial activities, and expenditures; assist in the development, implementation, and oversight of operating, state, local, grant, and capital budgets while ensuring compliance with university policies and sound fiscal practices.

• Analyze departmental operations and recommend process improvements that enhance efficiency, internal controls, customer service, and organizational effectiveness.

• Participate in the development, implementation, and evaluation of strategic initiatives, policies, procedures, and operational goals to support departmental and institutional objectives.

• Oversee human resources and personnel functions, including recruitment, onboarding, employee access requests, performance management support, and coordination with Human Resources to ensure compliance with applicable policies and regulations.

• Supervise, mentor, and develop administrative staff by establishing performance expectations, providing coaching, and fostering professional growth.

• Ensure compliance with university, state, federal, and sponsor regulations related to procurement, contracts, financial administration, records management, and operational activities.

• Coordinate procurement and contract administration activities, monitor expenditures, and review transactions to ensure adherence to applicable policies, regulations, and internal controls.

• Collaborate with university offices, including Finance, Human Resources, Procurement, Research Administration, and other campus partners to coordinate administrative and operational activities.

• Coordinate departmental events, meetings, conferences, and special projects, including logistics, facility arrangements, catering, communications, and participant management.

• Prepare executive correspondence, reports, presentations, and other complex documents requiring independent judgment, discretion, and knowledge of institutional policies and procedures.

• Review, approve, and monitor operational documents for completeness, accuracy, and compliance with university standards and established business practices.

• Oversee front office operations, visitor services, communications, mail distribution, and customer service functions to ensure a professional and welcoming environment.

• Manage departmental office operations, including facilities coordination, inventory management, office supply procurement, equipment, and administrative resources.

• Serve as a trusted advisor to departmental leadership by identifying operational risks, recommending solutions, and supporting continuous improvement initiatives.

• Perform other duties as assigned in support of departmental and university priorities.

Desired Qualifications

• Bachelor's degree in Business Administration, Public Administration, Higher Education Administration, Finance, Human Resources, or a related field; master's degree preferred.

• Demonstrated experience providing executive-level support to senior leadership and managing complex administrative operations.

• Proven leadership and supervisory experience, including staff development, coaching, performance management, and team building.

• Knowledge of university administrative operations, procurement, contract administration, human resources, and business practices.

• Experience developing, implementing, and evaluating operational policies, procedures, and process improvements.

• Demonstrated ability to manage multiple priorities, projects, and deadlines while maintaining exceptional attention to detail and organizational skills.

• Strong analytical and problem-solving skills with the ability to interpret financial, operational, and management data to support strategic decision-making.

• Excellent written, verbal, and interpersonal communication skills, including the ability to prepare executive correspondence, reports, presentations, and policy documents.

• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion.

• Experience coordinating complex meetings, events, travel, and executive scheduling.

• Demonstrated ability to build collaborative relationships with faculty, staff, administrators, students, and external stakeholders.

• Knowledge of applicable federal, state, and university policies, regulations, and compliance requirements.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and financial management systems, and human resources information systems.

• Strong customer service orientation with a commitment to operational excellence, continuous improvement, and inclusive workplace practices.

• Ability to work independently while exercising initiative, strategic thinking, and sound decision-making in a fast-paced environment.

Working Environment

• Work is performed primarily in a standard professional office environment.

• The position requires prolonged periods of being in a stationary position, frequent use of a computer and standard office equipment, and regular interaction with faculty, staff, students, and external partners.

• Occasional lifting of materials up to 25 pounds and periodic attendance at meetings or events across campus may be required.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

Grant Funded

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.