Associate Director, Operations

Job description

The Associate Director, Operations for Institute of Educational Initiatives is an on-campus, dynamic, highly collaborative role central to the day-to-day success of the Institute. Serving as a key liaison to faculty, staff, students, and campus partners, this position oversees facility operations, manages faculty affairs processes, leads operational initiatives, and supports institutional data and development workflows. Key Responsibilities: Facilities & Space Management Project Leadership: Represent the Institute in coordinating construction, renovation, spatial renewal, and relocation projects. Team Supervision: Directly supervise the Facilities Coordinator and a team of 5–7 part-time and full-time student workers. Day-to-Day Operations: Oversee facility needs, including work orders, supply inventory, storage, room reservations, repairs, security alarms, and general troubleshooting. Space & Parking Allocation: Hold final decision-making authority over internal space and parking assignments, as well as cross-campus facility reservation requests. Faculty Affairs Administration Lifecycle Management: Direct the lifecycle for faculty annual reviews, appointments, reappointments, and promotions: Aug–Sep: Gather and assemble dossier materials. Oct–Nov: Schedule, manage, and execute faculty review meetings and voting. Dec: Submit finalized packages to the Provost’s Office via OnBase. Jan: Issue official reappointment letters. Jan–Apr: Organize annual review documentation. Fellowships & Records: Manage the appointment and reappointment process for IEI Fellows and maintain faculty Course Instructor Feedback (CIF) records. Governance Support: Record and maintain official minutes for monthly Faculty and Faculty Committee meetings. Institute Operations & Culture Community Life: Co-Chair the Community Life Committee; design and implement orientation, onboarding, and offboarding programs for faculty and staff. Policy & Governance: Draft policy updates for the Managing Director, maintain employee handbooks, and establish clear operational communication channels. Administrative Leadership: Convene and serve as an ex officio member of the Administrative Assistants Group. IT & Technology: Act as the primary liaison to OIT Support Services; manage local tech needs, lead facility IT upgrades, and coordinate annual OIT service renewals. Hospitality & Events: Oversee Institute hospitality, ticket allotments, parking passes, and gameday/tailgate protocols. Internal Communications: Support internal messaging strategies in close collaboration with Executive Leadership and the Communications Director. Data Management & Development Support Data Integration: Lead institutional data workflows from internal units to the Slate CRM Director. Advisory Board Support: Coordinate logistics, communications, and administrative support for Institute Advisory Board meetings. Development & Advancement: Maintain secure donor and relationship tracking systems, write monthly advancement notes, oversee milestone communications (birthdays/anniversaries), and support the Annual Appeal in partnership with Advancement leadership. Education : Bachelor’s degree Experience : 3 to 4 years Skills/Competencies : Supervisory Experience: Prior experience overseeing administrative or office student staff. Interpersonal & Diplomacy: Demonstrated ability to interact professionally with faculty, staff, students, and external visitors. Communication: Strong written and verbal communication skills across all institutional levels. Organization & Multitasking: High attention to detail with the ability to prioritize competing tasks and manage multiple projects. Independent Problem-Solving: Strong problem-solving skills with the ability to work independently without direct supervision. Data Management: Proficiency in data organization, entry, and record-keeping systems. Physical Ability: Capability to lift and move up to 25 pounds as needed for office operations. Compensation: Commensurate with experience This position will be accepting applications until September 10, 2026. The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity. The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!