Associate Director of Operations

Stanford University; California; Hybrid; USD 120,000 - 160,000; Full time

Job summary

Stanford University’s Department of Psychiatry and Behavioral Sciences seeks an Associate Director of Operations to lead academic, administrative, and facilities functions in a hybrid role. You will oversee staff, budgets, grants, and process improvements to support faculty, trainees, and research programs.

The position emphasizes strategic operational leadership in a complex academic environment, balancing big-picture initiatives with hands-on management, while collaborating with department

Qualifications

• Minimum Education And 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: supervisory skills, planning, communication, budgeting, grants administration, negotiation, analytical and problem solving abilities.

Responsibilities

• Manage staff in day-to-day operations for functional area(s) of responsibility. Hire and retain staff, provide coaching and development, and ensure on-time work delivery.
• Guide faculty supervisors in interpreting and implementing human resources policies, procedures and programs.
• Evaluate business processes and operational/financial effectiveness; lead process improvement as needed.
• Analyze unit needs and advise leadership on staffing, facilities, health/safety compliance, finance, tech and administrative changes.
• Interpret and ensure compliance with university policies; develop internal guidelines and procedures.
• Manage and report on the department's annual budget across all sources.
• Oversee grants and contracts to ensure compliance with institutional and external requirements.
• Represent the unit’s business and academic operations within the organization.
• Manage student and faculty program administration for the unit.

Skills

Supervisory skills

Planning

Communication

Budget forecasting

Grants administration

Negotiation

Analytical

Attention to detail

Management software

Regulatory knowledge

Multitasking

Subject matter expert

Industry trends

Education

Bachelor’s degree + 3 years exp

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.