Assistant Director, Office Management and Operations

About the role

The Assistant Director of Office Management and Operations oversees suite operations and administrative coordination for the Polsky Center for Entrepreneurship and the Rustandy Center for Social Sector Innovation. This role involves leading suite operations, coordinating logistics, managing contracts, and overseeing financial operations.

Responsibilities

• Leads suite operations and administrative coordination, ensuring a highly functional, professional, and service-oriented environment.

• Orchestrates logistics for space utilization and shared services, including room scheduling, parking coordination, and audiovisual support for internal and external stakeholders.

• Maintains oversight of workspace standards and facility readiness, ensuring shared spaces are consistently prepared, well-maintained, and aligned with organizational expectations.

• Coordinates with facilities and external service providers to manage maintenance requests and ongoing space improvements, monitoring resolution timelines and ensuring accountability in service delivery.

• Oversees the end-to-end contract administration process for the Polsky Center, including submission, execution tracking, and compliance with institutional requirements.

• Manages financial operations supporting programmatic activity, including the review and processing of purchase orders, payments, and reimbursements, ensuring alignment with budget parameters and institutional policies.

• Serves as a subject matter resource for expense management and financial procedures, advising staff on Concur/GEMS processes, travel policies, and Chart of Accounts (COA) usage; develops and delivers training to promote accuracy, compliance, and timely processing.

• Partners with program and events teams to support execution of key initiatives, providing operational leadership for event setup, logistics coordination, and post-event breakdown.

• Serves as a central point of contact and ambassador for the Centers, managing front-facing interactions and inquiries with professionalism.

• Leads the recruitment, onboarding, and supervision of student staff, establishing expectations, providing training, and managing scheduling to ensure high-quality service delivery and representation of the Centers.

• Facilitates operational governance and team coordination, including planning and managing recurring operations meetings, setting agendas, and tracking follow-up actions to drive accountability and execution.

• Performs additional operational and administrative duties as needed, contributing to continuous improvement and the overall effectiveness of the Centers.

• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

• Serves as a central point of contact and ambassador for the Centers, managing front-facing interactions and inquiries with professionalism.

• Ensures consistent service standards and coverage through proactive scheduling and oversight.

• Prepares write-ups for recommendations for operational and administrative problems.

• Manages a portion of the leader's budget, monitoring and reconciling accounts.

• Prepares financial and/or administrative reports.

• Performs other related work as needed.

Requirements

• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).

• Familiarity with Oracle Cloud ERP, Concur/GEMS, Airtable, Box, and Slack.

Qualifications

• A minimum three years of experience in office operations and/or management or event coordination.

• Bachelor’s degree.

Skills

• Familiarity with vendor onboarding, procurement, payment processing, and office operations workflows.

• Outstanding verbal, written, and presentation skills, as well as organizational skills.

• Work independently with little supervision; possess a self-motivated disposition; identify opportunities for improvement and recommend effective changes.

• Exceptional interpersonal skills and communicate clearly and professionally with diverse constituencies, including students, staff, faculty, and vendors, in a fast-paced, professional environment.

• Proven ability to organize and prioritize multiple tasks, collaborate across departmental teams, and deliver high-quality results on complex projects in a timely manner.

• High degree of initiative, professionalism, and sound judgment in managing day-to-day operations and addressing unforeseen challenges.

• Professional demeanor, including tact, discretion, and a customer service-oriented approach.