Assistant Director, Administrative Services and Operations

Assistant Director, Administrative Services and Operations

Apply/Register Job no: 498369

Work type:
Staff Full-time

Department:
Katz School

Location:

Beren Campus, 245 Lexington Avenue, NY, NY

Categories:
Clerical, Administrative Support

Position Summary:

The Katz School is seeking an experienced and service-oriented Assistant Director of Administrative Services and Operations to lead and continuously improve the School's administrative infrastructure. Supporting significant enrollment growth and a multi-campus footprint, this role supervises staff and oversees school-wide coordination of core administrative functions-including personnel processes, procurement, contracts, compliance, IT support, facilities, and travel-ensuring consistent implementation across academic and administrative units in alignment with university policies and systems.

Reporting to the Senior Director for Planning, Budget, and Finance, the Assistant Director ensures high-quality administrative services for faculty, staff, and students.

Position Responsibilities:

Policy & Process Leadership

* Develop and implement administrative policies and workflows aligned with University guidelines.

* Guide academic and administrative units in applying procedures related to HR, AP/AR, contracts, compliance, facilities, IT, and travel.

* Oversee contract and procurement processes, including routing, approvals, and follow-up.

* Manage P-card and travel systems and ensure adherence to usage policies.

* Coordinate with IT to troubleshoot administrative systems and manage access and service needs.

* Maintain the School's internal intranet with up-to-date policies, process guides, and organizational information.

Operations Oversight

* Supervise staff responsible for faculty, staff, and student appointments, including high-volume adjunct and student hiring.

* Oversee day-to-day logistics such as office coordination, facilities requests, and space use.

* Support school-wide operational logistics, including security, scheduling, and supplies.

* Coordinate updates and communications to internal stakeholders to ensure timely distribution of operational policies, procedures, and announcements.

Cross-Campus Coordination & Communication

* Ensure consistent administrative practices across the School's five campuses and online division.

* Provide regular training and documentation to promote operational clarity, including self-service intranet resources and process guides.

* Develop user-friendly tools such as forms, checklists, and request systems to support self-service operations.

* Serve as a central point of contact for administrative consistency across divisions, promoting clarity and transparency in daily operations.

Institutional Liaison & Staff Supervision

* Serve as the School's administrative liaison to central offices, including HR, Legal, Procurement, Facilities, and IT.

* Represent the School in University-wide working groups related to operations and compliance.

* Supervise and develop a high-performing operations team, including full-time, part-time, and student workers as needed.

Experience & Educational Background:

Required

* Bachelor's degree and 3-5 years of progressively responsible experience in administration, operations, or project coordination.

* Experience in higher education, nonprofit, or public-sector environments preferred.

* Familiarity with ERP systems (e.g., Banner, Workday) or comparable platforms.

* Demonstrated ability to interpret and apply institutional policies and ensure compliance.

* Experience improving or implementing business processes across units or departments.

* Experience supervising staff and coordinating across multi-site or complex organizations.

* Excellent interpersonal, communication, and organizational skills.

* Ability to manage multiple deadlines and priorities with attention to detail.

* Strong proficiency with Microsoft Office and ability to generate reports and updates using emerging AI tools.

Preferred

* Training or certification in project management, administrative operations, or HR.

* Experience with intranet development, operational documentation, or workflow automation tools.

Skills &

Competencies:

Required

* Outstanding communication skills-written, verbal, and visual-with the ability to engage diverse audiences and explain complex concepts clearly.

* Strategic and analytical thinking with a data-informed approach to planning and decision-making.

* Proven project management skills and the ability to lead complex, multi-phase initiatives from planning through execution.

* Strong interpersonal skills, collaborative mindset, and ability to build trust across departments and hierarchical levels.

* High attention to detail and the ability to synthesize complex financial and operational data for executive use.

* Ability to manage multiple priorities in a fast-paced environment while maintaining high performance standards.

Preferred

* Experience with systems development, process improvement, or operational scaling in academic or mission-driven settings.

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