Associate Director of Operations

Stanford University School of Medicine; California; Hybrid; USD 90,000 - 130,000; Full time

Job summary

Stanford University School of Medicine seeks an Associate Director of Operations to drive academic and administrative functions for the Psychiatry and Behavioral Sciences department. You will lead facilities, onboarding/offboarding, and process improvements while partnering with leadership to align resources with research and clinical missions.

The role is hybrid with three days onsite and two remote per week, with increased onsite presence during onboarding.

Qualifications

• Supervisory experience managing a team of professionals.
• Strong planning and organizational skills with ability to multitask.
• Excellent communication skills across levels of an academic institution.
• Working knowledge of budgeting, forecasting, and financial reporting.
• Experience with grants and contracts administration and compliance.
• Ability to negotiate and influence stakeholders effectively.
• Strong analytical and problem-solving abilities.
• Attention to detail and accuracy in work products.
• Proficiency with business software and databases.
• Knowledge of industry standards and regulatory requirements.

Responsibilities

• Manage staff in day-to-day operations for the department's functional areas.
• Guide faculty supervisors on HR policies and programs with HR collaboration.
• Evaluate processes for effectiveness and lead improvements.
• Recommend staffing, facilities, health/safety, finance, tech, and admin changes to leadership.
• Ensure compliance with university policies and procedures; propose new ones.
• Oversee department-wide budget across all sources and forecast.
• Coordinate grants and contracts administration and compliance.
• Represent the unit's business and academic operations within the organization.
• Manage program administration for students and faculty within the unit.

Skills

Supervisory skills

Planning & organization

Communication

Budgeting & forecasting

Grants & contracts management

Negotiation

Analytical thinking

Detail orientation

Business applications

Regulatory knowledge

Education

Bachelor's degree

Job description

Job Description

The Department of Psychiatry and Behavioral Sciences is seeking an Associate Director of Operations (Academic Operations Manager 1) to serve as a key operational leader supporting the department's academic, administrative, and facilities functions. This role oversees a team of professionals in facilities and administrative services functional areas and partners closely with departmental leadership to ensure the effective delivery of services that support faculty, staff, trainees, and research programs. The Associate Director of Operations will lead areas including facilities and space management, administrative services, faculty onboarding and offboarding, process improvement initiatives, and operational planning. The position also plays a significant role in shaping and implementing department-wide operational strategies, improving service delivery, and ensuring that infrastructure, resources, and support functions align with the department's academic and clinical missions. This is an excellent opportunity for a collaborative and solutions-oriented leader who enjoys balancing strategic initiatives with hands-on operational management in a complex academic environment.
This is a hybrid role with an initial work arrangement consisting of three (3) days onsite and 2 days remote per week. More onsite presence may be required during the onboarding period.

Responsibilities

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.

Minimum Education And Experience Required

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.