Associate Director of Operations

Location
California, United States
Posted
10 Jun 2019
End of advertisement period
10 Aug 2019
Ref
83426
Contract Type
Permanent
Hours
Full Time

Job Family: Administration
Job Series: Academic Operations Manager
Job Code: 4131
Grade: J
Exemption: Exempt
Effective/Revision Date: 01/21/2016
Job Series Matrix URL: View PDF

THIS IS A 100% FTE FIXED-TERM POSITION. THE TERM CONCLUDES THREE YEARS FROM THE START DATE, AND MAY BE EXTENDED BASED ON PROGRAM NEED AND FUNDING AVAILABILITY.

FOR CONSIDERATION, PLEASE SUBMIT RESUME AND COVER LETTER. ALL FINAL CANDIDATES MUST COMPLETE A BACKGROUND CHECK.

Note: Not all unique aspects of the job are covered by this job description

The new Cyber Policy Center at the Freeman Spogli Institute is Stanford's premier hub for the interdisciplinary study of issues at the nexus of technology, governance, and public policy. With a focus on cybersecurity, misinformation, digital democracy, and election security, the Cyber Policy Center’s research, teaching and policy engagement aims to bring new insights and solutions to national governments, international institutions, and industry.

The Academic Operations Manager will provide administrative and operational management and coordination for the Cyber Policy Center to support its research, teaching and policy engagement goals. Reporting to the faculty co-directors, the successful candidate will oversee the Center’s finance, human resources, facilities, research administration, and student services functions, with supervisory responsibility for the Center’s administrative staff. This position will provide administrative guidance and leadership for the program staff within the Center’s constituent programs to establish, facilitate and continually improve business processes, and will coordinate with Freeman Spogli Institute operations staff in the central office.

JOB PURPOSE:

Provide management and coordination of administrative and operations-related functions for a program, division or department. Manage staff at least 50% of the time to achieve the research and teaching mission, goals and objectives of the unit. Partner with faculty leadership on departmental affairs.

CORE DUTIES*:

  • Manage staff in the day-to-day operations for functional area(s) of responsibility. Responsible for hiring and retaining staff, career coaching, personal development for direct reports and accountable for the performance of employees. Ensure work completion within schedule and constraints.
  • May independently or in collaboration with human resources managers, guide faculty supervisors in the interpretation and implementation of human resources policies, procedures and programs.
  • Evaluate business processes and operational and/or financial effectiveness. Analyze and resolve complex issues and provide alternative solutions as necessary. May lead process improvement for immediate unit.
  • Analyze unit needs and make recommendations to leadership for changes in staffing, facilities, health and safety compliance, finance, technology and/or administrative functions. Work with the Chair and/or Dean’s Office regarding resources to support faculty activities and interests.
  • Interpret, implement and ensure compliance with university academic and administrative policies and procedures within an operating unit. Recommend new internal policies, guidelines and procedures. 
  • Manage the finances across all sources for the annual budget, including developing, monitoring, analyzing, forecasting and reporting. 
  • Manage and coordinate grants and contracts for the department. Ensure compliance with institutional and external requirements.
  • Represent the unit’s business and academic operations within the organization/school.
  • Manage student and faculty program administration for their unit.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor’s degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated supervisory skills including conflict resolution.
  • Excellent planning and organizational skills.
  • Excellent communication skills
  • Working knowledge of accounting, budget planning and financial forecasting.
  • Working knowledge of grants and contract administration.
  • Strong negotiation and effective interpersonal skills
  • Solid analytical and problem solving skills.
  • Attention to detail and accuracy.
  • Strong expertise in business and management computer applications and databases.
  • Strong knowledge in industry standards and/or regulatory requirements.
  • Ability to multi-task and manage deadlines.
  • Subject matter expertise for area(s) of responsibility.
  • Able to keep abreast of general industry knowledge and trends

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks. 
  • Frequently sitting. 
  • Occasionally stand/walk, writing by hand, use a telephone, lift/carry/push/pull objects that weigh 11-20 pounds.
  • Rarely sort/file paperwork or parts, rarely twist/bend/stoop/squat.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORKING CONDITIONS:

  • Occasional evening and weekend hours.

WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, https://adminguide.stanford.edu.

Additional Information

  • Schedule: Full-time
  • Job Code: 4131
  • Employee Status: Fixed-Term
  • Grade: J