Associate Director of Operations

Stanford University; Palo Alto (CA); Hybrid; USD 120,000 - 180,000; Full time

Job summary

Stanford University is seeking an Associate Director of Operations (Academic Operations Manager 1) to lead the department-wide facilities, administrative services, onboarding/offboarding, and process-improvement initiatives. The role supports faculty, staff, trainees, and research programs in a hybrid setting with three days onsite and two remote per week.

Responsibilities include supervising staff, managing budgets, coordinating grants/contracts, and aligning services with academic and clinical

Qualifications

• Bachelor’s degree and three years of relevant experience in administrative and financial management.
• Experience in grants and contracts administration.
• Ability to manage budgets and forecasting.
• Strong supervisory and leadership abilities.

Responsibilities

• Manage staff in day-to-day operations for functional areas of responsibility, including hiring and staff development.
• Guide faculty supervisors on interpretation and implementation of HR policies and programs.
• Evaluate business processes and financial effectiveness; lead process improvements as needed.
• Analyze unit needs and advise leadership on staffing, facilities, health and safety, finance, technology, and admin functions.
• Interpret and ensure compliance with university policies; propose new internal guidelines and procedures.
• Oversee the unit's budget across all sources, including forecasting and reporting.
• Coordinate grants and contracts; ensure compliance with requirements.
• Represent the unit's operations within the school and organization.
• Manage student and faculty program administration for the unit.

Skills

Staff supervision

Planning & organization

Communication

Budgeting

Grants administration

Negotiation

Analytical thinking

Attention to detail

Databases/IT tools

Regulatory knowledge

Multi-tasking

Subject matter expertise

Industry knowledge

Education

Bachelor's degree

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.

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.