Description
POSITION OBJECTIVE
The Director of Operations and Finance provides leadership for the financial, operational, and administrative functions of the School of Graduate Studies and is accountable for advancing a high-performing, sustainable, and strategically aligned operating model. As a senior member of the graduate studies leadership team, this role shapes and implements the school¿s internal operational and financial strategy, translates academic and institutional priorities into integrated execution plans, and ensures the infrastructure, resources, and controls necessary to support faculty-led academic governance, student-facing initiatives, and long-range unit objectives.
The director serves as the principal advisor to the Vice Provost and Dean for Graduate Studies on operational, financial, and administrative matters, with broad authority to assess risk, establish priorities, allocate resources, and direct implementation. This position leads cross-functional planning; develops and enforces standards, processes, and performance expectations; and ensures decisions are executed with consistency, accountability, and compliance.
ESSENTIAL FUNCTIONS
Advance the strategic and operational effectiveness of the school of graduate studies by directing all internal administrative and business operations and ensuring alignment with institutional priorities. Lead the execution of decisions made by the Vice Provost and Dean and faculty governance bodies by setting operational direction, establishing priorities, sequencing work across functions, and driving timely implementation. Integrate operations across academic affairs, enrollment, professional development, systems, and administrative services to ensure continuity, accountability, and efficient service delivery and outcomes. (20%)
Strengthen faculty-led academic governance by providing oversight of the operational infrastructure that supports graduate academic committees and related decision-making processes. Direct the administration of committee operations, including agenda planning, scheduling, documentation management, decision tracking and follow-up actions. Partner closely with the Faculty Associate Dean to ensure academic initiatives are translated into effective administrative processes, implemented consistently, and supported by appropriate resources, timelines, and operational controls. (20%)
Ensure fiscal sustainability and strategic resource alignment by directing the financial planning, budget administration, and reporting functions for the school of graduate studies. Lead budget forecasting, expenditure monitoring, financial analysis, and reporting. Approve, allocate, and reprioritize resources within established parameters; and advise leadership on the financial implications of staffing, programmatic investments, and strategic initiatives. Oversee endowment, income, agency, discretionary, and other assigned funds to support the mission and strategic priorities of graduate studies. Provide financial oversight for the National Science Foundation Graduate Research Fellowship Program and ensure compliance with sponsor, institutional, and audit requirements. (15%)
Build organizational capacity and operational continuity by directing human resources and workforce administration processes across the unit. Oversee onboarding, position management, job postings, organizational changes, performance review cycles, and compliance with university policies and procedures. Supervise the Department Assistant 2 and student employees as assigned, establish performance expectations, align staffing resources with operational needs, and ensure effective workload distribution, service standards, and staff development. (10%)
Optimize efficiency and reduce administrative risk by leading continuous improvement, standardization, and internal control efforts across graduate studies. Evaluate workflows, identify process gaps, implement improvements, and establish procedures that strengthen service delivery, business continuity, and compliance. Maintain documentation of operational policies, procedures, and standards; assess exposure related to financial, operational, and administrative practices; and recommend corrective actions to mitigate risk and improve accountability. (10%)
Lead the planning, execution, and oversight of strategic initiatives within graduate studies, ensuring alignment with institutional priorities and measurable outcomes. Develop and manage comprehensive project plans that define scope, timelines, resources, and success metrics across academic and operational functions. Coordinate cross-functional teams and stakeholders to drive collaboration, accountability, and timely delivery of key initiatives. Assess risks, dependencies, and constraints, implementing mitigation strategies to sustain project momentum. Monitor progress through defined milestones and performance metrics, delivering clear, actionable reports to leadership. Identify opportunities for continuous improvement by evaluating outcomes and integrating best practices. Manage multiple priorities while supporting change management efforts that promote stakeholder engagement, adoption, and long-term success of strategic initiatives. (10%)
Advance the school¿s graduate student and postdoctoral recognition strategy by directing the administration and oversight of internal and external awards and fellowship programs. Design and manage review processes, timelines, and committee support for major graduate student awards, including The Graduate Dean¿s Teaching Excellence Award, the Ruth Barber Moon Award, the Lenore A. Kola Graduate Student Community Service Award, and the Richard A. Zdanis Research Fellowship Award. Oversee the selection process for Postdoctoral Research Awards and the administration of the Graduate Student Travel Awards program to ensure consistency, transparency, and alignment with program intent and institutional standards. (10%)
NONESSENTIAL FUNCTIONS
Provide strategic oversight of external vendor and partner relationships in support of business operations as needed. (3%)
Perform other duties as assigned. (2%)
CONTACTS
Department: Daily contact Vice Provost and Dean for Graduate Studies and with Graduate Studies staff to coordinate all operations within Graduate Studies.
University: Frequent contact with the Office of the Provost, academic deans and their staff, academic departments, faculty, Student Affairs, Alumni Relations, Corporate Engagement, and Institutional Research to advise and coordinate graduate and professional student initiatives across the university.
External: Periodic contact with employers, alumni, and professional organizations related to graduate and professional programs. Represent the School of Graduate Studies in operational, financial, and administrative matters with external partners, sponsors, and professional organizations, exercising independent judgment within delegated authority.
Students: Regular contact with graduate students and regarding programming and services.
SUPERVISORY RESPONSIBILITY
Supervise the Department Assistant 2 and student employees as assigned.
QUALIFICATIONS
Experience: 8 years of progressively responsible experience in administrative operations, finance, or academic administration, preferably in higher education.
Education: Bachelor's degree required; advanced degree preferred.
REQUIRED SKILLS
Strong analytical and data-informed decision-making skills.
Excellent interpersonal, written, and verbal communication skills.
Ability to collaborate effectively with faculty and staff across disciplines.
Strong organizational and project management skills.
Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
WORKING CONDITIONS
General office environment. Due to cyclical academic and admissions processes, periods of increased workload may require flexibility in scheduling.
