New 
Assistant Director of Operations
 Mercer University | |
sick time
| |
 United States, Georgia, Macon | |
 Aug 01, 2025 | |
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Assistant Director of Operations Application Instructions: External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page. IMPORTANT: Please review the job posting and load ALL documents required in the job posting to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your Resume/CV, references, cover letter, and any other supporting documents required in the job posting. The " My Experience" page is the only opportunity to add your required supporting document attachments. You will not be able to modify your application after you submit it. Current Mercer University Employees: Apply from your existing Workday account. Do not apply from the external careers website. Log in to Workday and type Jobs Hub in the search bar. Locate the position and click Apply. Job Title: Assistant Director of Operations Department: Finance Office, School of Medicine College/Division: School Of Medicine Primary Job Posting Location: Macon, GA 31207 Additional Job Posting Locations: (Other locations that this position could be based) Job Details: REVISED 7/30/2025 Mercer University School of Medicine (MUSM) is searching for an Assistant Director of Operations on the Macon, Georgia campus. Responsibilities: Reporting to the Director of Finance & Operations, the Assistant Director of Operations (ADO) is a leadership role responsible for overseeing renovation, maintenance, and construction activities across all School of Medicine departments and locations. In collaboration with the university's Physical Plant and the Associate Vice President for Facilities, this position ensures strategic alignment between departmental goals and campus facilities services. The Assistant Director formulates and executes both short- and long-term infrastructure and facilities plans that support the school's operational priorities and academic mission. The ADO provides strategic oversight and independent management of facilities-related initiatives, ensuring timely and cost-effective project execution in accordance with university policies and standards. This role exercises a high level of autonomy in project planning, resource coordination, and stakeholder communication. By driving successful project outcomes, the Assistant Director of Operations will significantly contribute to the organization's growth and success. Duties include: Project Oversight and Strategic Execution: - Provide high-level oversight and strategic management of construction, renovation, and special projects, ensuring alignment with institutional goals, timelines, and budget parameters. Actively monitor project performance, identify potential risks, and implement proactive solutions to drive operational excellence and mitigate delays or cost overruns. - Lead the execution of complex projects from concept through completion, applying professional judgment and decision-making authority to manage competing priorities and ensure successful outcomes. - Serve as a key liaison and collaborative partner to internal stakeholders, external contractors, architects, construction managers, and university leadership-ensuring project objectives, deliverables, and expectations are clearly communicated and consistently met across all phases. Procurement and Financial Oversight: - Oversee procurement planning and execution for construction and facilities-related projects, ensuring alignment with university policies, budget constraints, and project timelines. Provide strategic coordination with vendors and contractors to secure cost-effective and timely delivery of goods and services. - Manage the review, approval, and reconciliation of invoices, ensuring financial accuracy, proper documentation, and compliance with contractual terms and institutional guidelines. - Develop and maintain procurement tracking systems and financial reporting tools to support budget transparency, audit readiness, and informed decision-making. Monitor expenditures and recommend process improvements to enhance operational efficiency and fiscal accountability. Communication and Project Reporting: - Provide high-level project reporting and strategic updates to departmental and executive leadership, highlighting key milestones, risks, resource needs, and alignment with institutional objectives. - Lead the preparation and analysis of data related to space planning, renovations, and capital project performance; support informed decision-making through clear, actionable reporting and recommendations. - Serve as a primary liaison with university departments such as Risk Management, Environmental Health & Safety, and Accessibility Services to ensure compliance, coordination, and alignment with regulatory and institutional standards. - Oversee the organization and governance of comprehensive project documentation, including contracts, permits, architectural drawings, specifications, and formal communications-ensuring availability for audit, compliance, and historical reference. - Direct and coordinate scheduling of construction activities, contractor access, and departmental operations to minimize disruption and support project efficiency. - Draft and review formal correspondence, executive summaries, and status reports for internal and external stakeholders, reflecting a professional standard of communication and institutional alignment. - Contribute to the development and management of project budgets by monitoring expenditures, identifying variances, and supporting long-term financial planning for capital initiatives. Project Leadership & Strategic Principal Liaison Duties: - Serve as the strategic lead and principal liaison between the School of Medicine and the university's Physical Plant for all construction, renovation, and maintenance initiatives. Cultivate and manage relationships with internal stakeholders and external vendors to ensure alignment with institutional objectives and satisfaction across all phases of project delivery. - Lead and facilitate project planning meetings, ensuring decisions are clearly documented and translated into actionable plans. Monitor follow-through on critical action items, risk mitigation strategies, and resource allocation. - Develop and refine project scopes in collaboration with academic and administrative leadership; proactively manage and communicate changes that impact timelines, budgets, or operational priorities. - Oversee and evaluate project schedules, milestones, and deliverables; provide regular updates and strategic insights to senior leadership and stakeholders to inform decision-making and resource planning. - Ensure all projects adhere to university policies, regulatory requirements, and construction standards; serve as a subject matter expert and compliance advisor throughout the project lifecycle. Faculty Hiring and Contract Administration: In partnership with the Director of Finance & Operations, the Assistant Director of Operations provides high-level coordination and oversight of faculty recruitment and appointment processes, ensuring alignment with institutional policies, timelines, and strategic goals. Key responsibilities include: - Oversee the end-to-end faculty recruitment process, including the review and approval of position advertisements to ensure accuracy, compliance, and alignment with academic and departmental priorities. - Coordinate with the Dean to confirm faculty search committee assignments and ensure committee formation aligns with institutional diversity and governance standards. - Manage the creation and submission of faculty job requisitions within the university's applicant tracking system; ensure timely posting and proactive resolution of any administrative barriers. - Oversee the external posting process, including management of the Job Board Option Form and coordination with Human Resources to ensure broader visibility and compliance with posting policies. - Serve as a key advisor during candidate selection and hiring processes by consulting with the Dean on proposed salary, rank, and tenure recommendations; ensure appropriate documentation is submitted for executive approval. - For verbally accepted offers, oversee the preparation and submission of faculty appointment documentation to Faculty Affairs, including coordination with University HR to ensure timely generation of official offer letters and employment contracts. - Collaborate with the Executive Assistant to the Dean and Faculty Affairs to lead the planning, coordination, and distribution of annual faculty appointment letters, ensuring accuracy, timeliness, and compliance with institutional standards. Qualifications: A bachelor's degree in Project Management, Business Administration/Management/Development, Construction/Facilities Management, Public Administration, or a related field is required, along with three (3) or more years of relevant experience, which may include facilities operations, project coordination, construction management, or operational oversight. Experience in higher education, healthcare, or other complex organizations is preferred but not required. Knowledge/Skills/Abilities:
Background Check Contingencies: - Criminal History Required Document Attachments: - Resume - Cover letter - List of three professional references with contact information About Mercer University Founded in 1833, Mercer University is a distinguished private institution recognized for its commitment to academic excellence, leadership development, and community engagement. With campuses across Georgia, Mercer's twelve schools and colleges offer a wide range of undergraduate, graduate, and professional programs. The university cultivates a close-knit, student-centered environment where innovation, service, and personal growth are deeply valued. Mercer's employees are at the heart of its mission, dedicated to advancing innovation, supporting student success, and strengthening both our local and global communities through service. At Mercer, we believe in the power of relationships and the importance of in-person collaboration. Accordingly, our employees are expected to serve in-person as it fosters real-time problem solving, mentoring, and the meaningful connections that strengthen both our work and service to our students and the broader university community. Why Work at Mercer University Mercer University offers a variety of benefits for eligible employees including comprehensive health insurance (for self and dependents), generous retirement contributions, tuition waivers, paid vacation and sick leave, technology discounts, s chedules that allow for work-life balance, and so much more! At Mercer University, a Bear is more than a mascot: it's a frame of mind that begins with a strong desire to make the most out of your career. Mercer Bears do not settle for mediocrity or the status quo. If you're seeking an environment where your passion and determination are embraced, then you want to work at Mercer University. For more information, please visit: https://hr.mercer.edu/prospective/ Scheduled Weekly Hours: 40 Job Family: Staff Administrative Operations Exempt EEO Statement: EEO/Veteran/Disability To apply, visit https://merceruniversity.wd1.myworkdayjobs.com/en-US/external/job/Macon-GA--31207/Assistant-Director-of-Operations_26-087 jeid-85b5275efdb6b641a8869a58744f3c16 | |