Director of Administrative Operations

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General Counsel

Time Type:

Full time

Job Type:

Regular

FLSA Status:

ExemptHybrid 01 (On Campus 3-4 Days/Week)

Summary:

The Director of Administrative Operations is responsible for the day-to-day administrative functions for the Office of General Counsel (OGC) and the Board of Trustees (BOT). These responsibilities include management of the physical offices and operational processes, assisting with the planning and implementation of logistics for BOT meetings, coordinating communications, budgetary and financial management, human resources, and supporting other operational functions and strategic initiatives. The Director ensures that all allocations, insurance reimbursements and other funds intended to support operations, external legal expenses, litigation support, settlements, strategic goals and initiatives are properly disbursed, managed appropriately, reconciled and audited in accordance with university standards and best practices.

Essential Functions:

1.) Administration and Operations

• Provide direct support to the Vice President, responsible for the direct management and oversight of the day-to-day operations of the department, ensuring the office runs smoothly. Analyzes and evaluates the effectiveness and efficiency of administrative management processes. Identifies potential impacts and provides recommendations to senior management. Compiles information and prepares various documents, i.e., status reports, studies, administrative and confidential reports, and correspondence. Fosters and maintains collaborative and working relationships with key stakeholders to ensure optimum cooperation and coordination to maximize the quality of administrative programs and services. Facilitates the resolution of administrative issues identified by management; acts as liaison between departments to resolve administrative issues. Consults with senior management concerning changes in, or newly established policies. Manages office communications, including inquiries to general email accounts and the OGC website content, maintains and coordinates correspondence, and schedules meetings. In close coordination with the Assistant Board Secretary, serves as a liaison with Office of the President and university events staff to plan and coordinate logistics and participation in Board meetings and other events;  cultivates and maintains relationships to assist the Vice President with carrying out the duties of that position, internal and external operational areas.

2.) Budget and Finance

• Directs and coordinates financial planning for the OGC operating budget, the BOT operating budget, and the institutional budget for legal expenses, including vendor management, accounts payable, receivables management, contract administration, and shared administrative resource management. Works with the Vice President, attorney staff, and Assistant Board Secretary to develop and coordinate the department’s operating budget planning process, track spending on legal matters, and forecast resource requirements for new and existing matters. Monitors the coordination of the university’s insurance coverage with respect to active legal matters, working directly with attorneys to monitor legal expenses and track insurance reimbursements, and engaging directly and independently with claims adjusters. Processes invoices and purchases for the department, interfacing with Accounting, Budget Office, and Accounts Payable offices for processing and reconciling financial transactions, and managing business processes with an eye toward simplification, transparency, and efficiency. This position is the office financial/budget manager in dealing with vendors, law firms, insurance carriers, consultants, and other outside organizations and contracts.

3.) Special Projects 

• Directs special projects and programs as initiated by the Vice President. Handles queries, questions, concerns and requests on behalf of the Vice President, working to solve problems, mediate disputes and work proactively with issues and people. Monitors assignments delegated to staff, facilitates timely completion to meet deadlines. Provides counsel and support to the Vice President to ensure the departments strategy and objectives are effectively executed for internal and external audiences. Provide administrative and project support to the Vice President as assigned.

4.) Human Resources and Personnel Matters

• Directs all personnel procedures including the position management, recruitment, and employment of staff consistent with AU policies and procedures. With the Vice President, implements strategic personnel objectives. Assist in all phases of hiring to include creating and updating position descriptions, facilitating the position posting process, and assisting in search processes as requested. Tracks, updates, and monitors data related to human resources or administrative activities such as organizational charts, website and reports. Directly supervises the department’s Administrative Coordinator.

Supervisory Responsibility:

• This position supervises one full-time employee (Administrative Coordinator).

Competencies:

• Acquiring and Analyzing Information.

• Prioritizing and Organizing.

• Making Accurate Judgments and Decisions.

• Supporting Coworkers.

• Acting Strategically.

• Developing Plans.

• Driving Continuous Improvement.

• Championing Customer Needs.

Position Type/Expected Hours of Work:

• Full-Time.

• 35 hours per week.

Salary Range:

• $100,000 - $120,000 annually.

Required Education and Experience:

• Bachelor's degree or equivalent.

• 5 - 8 years of relevant experience.

• Must be extremely organized and have excellent written and oral communication skills.

• Able to work well under pressure, in project teams, multi-task and prioritize workload, handle difficult situations and interact with senior leadership as well as general constituency.

• A very high level of discretion is required from this position due to exposure and access to highly confidential and sensitive information within the Office of General Counsel. 

• The incumbent must have excellent communication and interpersonal skills in dealing with high level officials of the university.

Preferred Education and Experience:

• 8 - 10 years of relevant experience.

• Skills in business management.

• Experience in a combination of organizational finance management, training and public relations, personnel management/human resources, customer service, technology and/or administrative operations as well as excellent skills in oral and written communication.  

• Familiarity with spreadsheet, word processing, and database application is desirable. 

• Experience with Workday and BI is preferred.

Additional Eligibility Qualifications:

• Skill using Microsoft Office suite including Word, PowerPoint, and Excel to develop briefings, presentations and reports and conduct data analysis.

• Ability to provide high levels of customer service and exercise tact and diplomacy while interacting with university staff and faculty on sensitive matters.

• Proven ability to work cross functionally, influence others and problem solve.

• Exemplary written and verbal communication skills, including careful attention to accuracy and detail.

• Strong interpersonal and self-management skills with ability to meet tight deadlines.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email [email protected].

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.