Administrative Director - Division of Animal Resources, Emory School of Medicine

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Description

• The Division of Animal Resources (DAR) supports Emory University's research mission by providing exceptional animal care, veterinary services, and research support for the betterment of society and all living things. As an AAALAC-accredited unit, DAR serves more than 250 investigators and up to 16 species across 12 research facilities totaling more than 200,000 gross square feet. Specialized services include breeding, aquatics, diagnostics, surgery, ABSL3, behavioral support, and logistics. DAR strives to be a national leader in ethical and innovative animal care and research, promoting the highest standards of animal welfare, regulatory compliance, and operational excellence. Through advanced technology, a highly engaged workforce, and a culture of continuous improvement, DAR is committed to providing reliable research infrastructure and exceptional service to Emory's research community.

• The Administrative Director reports directly to the DAR Executive Director, with a dotted-line reporting relationship to the Senior Executive Administrator for Research Administration within the School of Medicine (SOM). This reporting structure reflects the position's wide leadership responsibilities and ensures alignment with SOM's administrative priorities and organizational structure.

• The Director serves as a senior administrative leader within DAR, providing division-wide oversight of administrative services, workforce administration, operational support processes, and administrative infrastructure. The position establishes service expectations, strengthens policies and procedures, supervises assigned administrative staff, and leads operational improvements to ensure consistent and efficient service delivery across DAR facilities and units.

• Working closely with DAR leadership, the DAR Finance team, and SOM leadership, the Director aligns administrative and operational priorities with the division's strategic goals, staffing needs, and available resources. The position supports workforce planning, regulatory compliance, data integrity, institutional accountability, and administrative modernization.

• Financial responsibilities are limited to oversight of assigned unit budgets, monitoring expenditures, and providing operational input to the DAR Finance team. Division-wide budget development, financial forecasting, reporting, reconciliations, and financial analysis remain the responsibility of the DAR Finance team.

JOB DESCRIPTION:

• The Administrative Director serves as a senior administrative leader within the Division of Animal Resources, reporting directly to the DAR Executive Director, with a dotted-line reporting relationship to the Senior Executive Administrator for Research Administration within the School of Medicine (SOM).

• The position provides division-wide leadership and oversight of administrative services, workforce administration, operational support processes, information technology operations, and administrative infrastructure.

• The Director establishes service standards, develops and implements policies and procedures, supervises assigned administrative personnel, and leads initiatives to improve operational efficiency, accountability, and consistency across DAR facilities and units.

• Administrative Services and Infrastructure:

• Provides leadership and oversight of DAR administrative services, IT operations, and support functions.

• Standardizes policies, procedures, and workflows; leads process automation and modernization initiatives; and establishes service standards to improve efficiency, consistency, and service delivery across facilities and units.

• Human Resources and Workforce Management:

• Supervises and develops assigned administrative staff, oversees workforce administration processes in partnership with SOM Human Resources, and advises DAR leadership on staffing, employee development, compensation recommendations, organizational changes, engagement, and retention.

• Operational Planning and Continuous Improvement:

• Partners with DAR and SOM leadership to implement strategic priorities, lead cross-functional improvement initiatives, evaluate workloads and service trends, and oversee special projects, change management, space coordination, and business continuity planning.

• Establishes process documentation and cross-training practices to strengthen operational effectiveness.

• Compliance and Administrative Controls:

• Oversees administrative processes supporting AAALAC accreditation, inspections, reporting requirements, and institutional compliance.

• Establishes documentation standards, administrative controls, and standard operating procedures while coordinating corrective actions with appropriate veterinary, regulatory, and operational leaders.

• Data Governance and Unit Budget Oversight:

• Ensures the accuracy and consistency of administrative data, census records, and service documentation supporting operational decisions and billing processes.

• Monitors assigned unit budgets, reviews expenditure information provided by the DAR Finance team, addresses operational variances with unit managers, and provides staffing and workload information to support resource planning and budget development.

• Division-wide financial reporting, forecasting, reconciliations, and financial analysis remain the responsibility of the DAR Finance team.

• Other duties as assigned.

ADDITIONAL JOB DETAILS:

• 1. Administrative, IT Operations and Infrastructure | 30%

• Provide leadership and oversight of division-wide administrative services and operational support functions, promoting consistent practices and reliable service delivery across facilities and units.

• Lead the modernization and automation of DAR’s administrative processes to improve efficiency, accuracy, and service delivery. Collaborate with DAR leadership, IT, Finance, and operational teams to evaluate solutions, define requirements, oversee implementation, support staff and investigator adoption, and measure outcomes.

• Establish administrative service standards, accountability measures, response expectations, and escalation procedures for support to investigators, research staff, animal care staff, veterinary teams, and institutional partners.

• Oversee the development and implementation of standardized administrative policies, procedures, records management practices, and workflows related to customer service, census administration, service documentation, animal ordering, and operational coordination.

• Oversee administrative coordination of billing inputs, invoicing documentation, animal purchasing requests, supply chain activity, and workspace needs; collaborate with the Finance team on financial transactions and controls.

• 2. Human Resources Leadership & Workforce Management | 25%

• Direct, supervise and develop assigned administrative staff, establishing performance expectations, delegating responsibilities, evaluating performance, and building team capacity and accountability.

• Provide leadership and oversight of DAR workforce administration processes in coordination with SOM Human Resources, including recruitment, onboarding, employee transitions, personnel documentation, and performance-management workflows.

• Partner with DAR leadership and SOM Human Resources to evaluate staff compensation, provide recommendations for promotions, compensation adjustments, assess employee experience and qualifications, and identify opportunities for career advancement and professional growth.

• Serve as a key liaison between DAR leadership, operational managers, and SOM Human Resources to address workforce challenges, support personnel related decisions, facilitate organizational changes, and ensure timely resolution or escalation of HR matters.

• Develop and implement strategies and SOPs to strengthen employee engagement, cross training, workforce continuity, and retention while promoting a collaborative, service-oriented, and high-performing organizational culture.

• Lead communication of administrative decisions, policy updates, and organizational changes to staff and stakeholders. Establish effective feedback channels to address employee concerns, encourage engagement, recognize staff contributions, and promote a positive and supportive work environment.

• 3. Operational Planning and Continuous Improvement | 20%

• Collaborate closely with DAR and SOM leadership to translate strategic priorities into actionable administrative and operational improvement plans.

• Lead cross-functional process improvement initiatives to streamline workflows, reduce duplication, address service gaps, and strengthen coordination among DAR units.

• Evaluate administrative workload and service activity trends; develop operational measures and recommendations to improve staffing coverage, service delivery, and resource use.

• Oversee assigned special projects, change-management activities, and implementation of division-wide administrative initiatives.

• Work with veterinary, animal care, facilities, and institutional partners to support operational readiness, space coordination, and administrative infrastructure planning.

• Lead and oversee business process documentation, knowledge transfer, and cross-training initiatives across DAR Administration and IT to ensure operational continuity, standardize workflows, strengthen institutional knowledge, and improve efficiency and collaboration across teams.

• 4. Compliance, Accreditation, and Administrative Controls | 15%

• Oversee administrative processes that support DAR's accreditation readiness, institutional requirements, and applicable animal research regulations.

• Coordinate administrative documentation and follow-up for AAALAC accreditation, inspections, annual reports, and related requirements, in partnership with the responsible veterinary, regulatory, and operational leaders.

• Establish and monitor administrative controls, recordkeeping standards, SOPs, and documentation practices to support compliance, consistency, and audit readiness.

• Identify gaps in administrative processes and coordinate corrective actions with relevant DAR leadership and institutional partners.

• Collaborate with the DAR Finance team on interfaces between administrative procedures and financial controls, without assuming responsibility for financial reporting or reconciliations.

• 5. Administrative Data Governance and Unit Budget Oversight | 10%

• Provide leadership for the accuracy, consistency, access, and documentation of administrative data used to support DAR operations, including census and service activity records.

• Oversee administrative data governance practices, including master-file maintenance, validation protocols, reporting-field standards, and documentation quality.

• Work closely with the DAR Finance team to ensure timely and accurate operational data and service documentation supporting billing, reporting, budget planning, and financial analysis.

• Oversee assigned unit budgets by monitoring spending against approved allocations, reviewing budget-to-actual information provided by Finance, and addressing operational variances with unit managers.

• Provide operational assumptions, staffing information, and workload indicators to DAR leadership, the DAR Finance team, and SOM leadership to inform resource planning and budget development.

Minimum Qualifications:

• A bachelor's degree in business administration, healthcare administration, public administration, human resources, or a related field and seven years of progressively responsible administrative or operational management experience, including supervisory exp