Assistant Director, Operations

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $105,000 - $110,000
  
  

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Executive Director of Administrative Services (EDAS), the Assistant Director of Operations (ADO) is responsible for providing operational oversight and management of Administrative Mail, Student Mail, and Transportation Services (which includes CUFO’s Vehicle Fleet Management Program). The Assistant Director is also an integral part of divisional collaboration with the other departments within Administrative Services: Print Services and Copier Program.

Responsibilities

• Operational Oversight:
• Provides daily operational management for Student Mail, Administrative Mail, Transportation, and Fleet Management.
• Carries out operational priorities and directives as established by the EDAS and AVP.
• Ensures consistency in applying policies, procedures, and service standards. Oversee scheduling, staffing coordination, and service delivery across units.
• Supervisor Responsibilities:
• Supervises staff to ensure service units are in line with University policies and procedures.
• Monitors timekeeping, attendance, and workload distribution.
• Participates in the performance evaluation process.
• Ensures compliance with university policies and Collective Bargaining Agreements.
• Monitors performance standards and quality measurements for staff for consistency across the AS service units, as well as CUFO vehicle-associated staff.
• Vendor and Contract Administration:
• Acts as the primary operational contact for service vendors (shuttle, black car, mail, vehicle services) and USPS.
• Supports contract execution, tracks performance and service reconciliation, verifies SLA/SOW compliance, does monthly/quarterly reporting, and handles invoice processing.
• Seeks other viable alternatives to services and service providers that may meet departmental and institutional needs.
• Equipment and Data Oversight:
• Provides administrative oversight of CUFO’s vehicle fleet across the Morningside, Manhattanville, and Medical Center campuses, including inspections, registrations, emissions, insurance, and policy and procedures compliance.
• Monitors reporting on fleet utilization, maintenance, and expenses.
• Ensures proper functioning of Transportation systems (TripShot, Fleetio, Samsara, etc.) and mail systems (FacilityOS, Pitney Bowes, etc.)
• Responsible for maintaining mail sorting machines that process over 1 million pieces of mail annually.
• Customer Service and Liaison:
• Serves as liaison to schools, departments, and student organizations for operational matters and promotes a customer-focused approach in service delivery.
• Addresses escalated service issues and ensures timely resolution.
• Ad hoc responsibilities as assigned.
  
  

Minimum Qualifications

• Bachelor’s degree required; preferably in Business.
• Five years’ experience required; preferably in a managerial capacity with a strong operational background encompassing various aspects of service.
• Excellent computer skills with proficiency in Microsoft Office applications are necessary.
• Demonstrated analytical and problem-solving skills, along with proven decision-making skills and initiative, are required.
• Must have strong communication skills, both oral and written, customer skills, and the ability to interact with management at all levels.
• Some heavy lifting is required (25 lbs. ) and must work on occasional weekends and off-hour work as needed.
• Valid driver’s license with a clean driving record.
  
  

Preferred Qualifications

• Ability to work independently and as a member of a team is preferred.
• Familiarity with transportation, vehicles, their maintenance, and mailroom office equipment is required to run mailroom operations.
• Ability to multitask and prioritize under pressure, and on a daily basis, and familiarity with mail and fleet software.
• Proven leadership is a plus.
• Related experience in supervising Bargaining Unit employees is preferred.
• CDL driver’s license.
  
  

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.