Director of Operations & Finance (Hybrid) - Office of Technology Managment

Location ST. LOUIS, MO 63110 Scheduled Hours 37.5 Position Summary The Director of Operations and Finance (DOF) is a senior member of the Office of Technology Management (OTM) leadership team who contributes to the development, implementation, and performance monitoring of the department’s strategic vision. Serving as the chief financial and operational steward, the DOF provides oversight of approximately $9M in annual expenses and a $20M licensing revenue portfolio, identifying financial risks, opportunities, and resource strategies that support OTM’s mission and long-term objectives. The DOF leads and oversees all critical business and infrastructure functions essential to OTM’s success, with oversight of 12 staff across finance, compliance, contracting, systems, and administrative operations. Job Description Primary Duties & Responsibilities: Human Resources Leadership. The DOF serves as the departmental HR lead, overseeing all human resource processes and providing strategic and administrative support to hiring managers. Responsibilities include coordinating position approvals, budget add-ons, and job requisitions; managing recruitment, testing, offer letters, and onboarding through Workday; and maintaining all HR data, including supervisory structures, payroll allocations, and promotions. The DOF partners closely with central HR on workforce planning, compensation strategy, job descriptions, employee relations, and organizational design. The role ensures alignment with university HR policies, manages performance review processes, supports leadership development initiatives, and recommends structural adjustments to meet evolving operational needs. The DOF also works closely with the Managing director to ensure a positive, high-performance workplace culture aligned with OTM’s mission and strategic objectives. Key Infrastructure Systems and Capital Project Oversight. The DOF oversees critical infrastructure systems and capital initiatives that support departmental operations. This includes direct management of the IT Business Analyst and ownership of core enterprise systems, including intellectual property (IP) management software, CRM platforms, financial systems, and related operational tools. The DOF serves as system owner for the university-wide innovation portal and its supporting on-premises servers, coordinating with WUIT and external vendors to resolve outages, maintain system integrity, and implement enhancements. Responsibilities include user access governance, security role oversight, reporting expansion, and development of standard operating procedures to ensure data accuracy and operational efficiency. The DOF also directs capital and non-capital projects, including IT implementations, office infrastructure improvements, and operational process enhancements, ensuring projects are delivered on time, within budget, and aligned with strategic goals. Strategic Planning. The DOF contributes to and helps execute OTM’s long-term strategic plan by identifying financial, staffing, operational, and systems-related resource gaps that may impact successful implementation. This role monitors progress toward strategic objectives by establishing and tracking key milestones, performance metrics, and measurable outcomes. The DOF provides financial and operational expertise to the Managing Director, ensuring alignment between strategic initiatives, operating budgets, salary guidelines, university policies, and departmental standards. The DOF leads short- and long-term financial modeling and forecasting to support strategic planning and resource allocation related to the university’s innovation activities. This includes development and maintenance of five- and ten-year projections for invention disclosures, patent filings, prosecution activity, licensing revenue, and associated expense requirements. The role conducts revenue and expense forecasting, cash flow analysis, and scenario modeling to evaluate financial risk and sustainability. Specialized forecasting includes intellectual property portfolio growth analysis, patent cost projections, royalty and license fee modeling, and innovation pipeline success rate assessments to anticipate budgetary pressures and staffing needs. Analytics and Impact Assessment. The DOF develops and oversees meaningful key performance indicators (KPIs) in collaboration with office leaders that inform about the office’s progress toward strategic and financial goals. This includes institutional benchmarking against peer universities, portfolio analytics, and ad hoc research to assess commercialization performance and innovation output. The role also maintains metrics that evaluate impact of OTM’s activities and affiliated startups by working directly with startup leadership to assess commercial progress, milestone achievement, and financial growth. Additionally, the DOF manages the financial accounting, reporting, and impact analysis of accelerator funds administered by OTM, ensuring fiscal accountability and alignment with program objectives, as well as responding to and guiding requests for metrics from outside of the office. Financial Management and Stewardship. The DOF provides comprehensive financial oversight of the department’s operations, including management of approximately $9M in annual expenses and oversight of a $20M licensing revenue portfolio. Responsibilities include preparation and management of the annual operating and patent budgets, quarterly financial reporting, continuous performance monitoring, and internal control oversight. Additional responsibilities include ensuring compliance on license agreements and strategies to manage non-compliant partners. The DOF leads budget planning processes, evaluates financial risks, and recommends strategies to address budget variances or shortfalls. The role also oversees service agreements, participates in negotiations, and evaluates opportunities for renegotiation to ensure alignment with operational priorities and financial efficiency. Operational and Functional Leadership. The DOF provides leadership and oversight across multiple operational functions, including: Patent Administration – Oversees docketing of prosecution deadlines, intake and processing of invention disclosures, and administrative support for patent agents to ensure timely and accurate IP protection. Government and Foundation Compliance – Ensures adherence to federal and foundation regulations governing intellectual property arising from sponsored research and provides faculty education on compliance requirements. Contracting – Leads the contracting function, identifying and implementing process improvements and technology solutions to streamline agreement management and execution. Finance Operations – Oversees accounting operations, including billing and collections (AR), purchasing and disbursements (AP), royalty processing, and financial reporting, ensuring compliance with internal controls and audit standards. Project Management – Directs capital and operational improvement initiatives, ensuring strategic alignment and effective resource utilization. Administrative Support – Manages administrative staff, including workload distribution, performance management, and professional development to ensure consistent, high-quality operational support. Other duties as assigned. Working Conditions: Job Location/Working Conditions Normal Office Environment Physical Effort Typically Sitting at a desk or table Equipment Office Equipment The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time. Required Qualifications Education: Bachelor’s degree or combination of education and/or experience may substitute for minimum education. Certifications /Professional Licenses : No specific certification/professional license is required for this position. Work Experience: Accounting/Business Related (5 Years), Business Operations (10 Years), Financial Accounting (10 Years), Technology Leadership (10 Years) Skills: Not Applicable Driver's License: A driver's license is not required for this position. More About This Job Preferred Qualifications: Advanced leadership and organizational management skills, including the ability to lead through subordinate managers, establish clear performance expectations, and build high-functioning, cross-disciplinary teams across finance, compliance, contracts, IP administration, and operations. Strategic financial acumen, with demonstrated ability to manage multi-million-dollar operating and patent budgets, oversee revenue portfolios, develop long-range financial models, and align fiscal resources with institutional priorities. Executive-level decision-making and problem-solving skills, including the ability to evaluate complex financial, legal, and operational risks and make sound, timely decisions with significant institutional impact. Exceptional written and verbal communication skills, with the ability to effectively engage faculty, senior leadership, external partners, legal counsel, and financial stakeholders. Demonstrated ability to translate complex financial and contractual matters into clear, actionable guidance. High-level negotiation and influencing skills, including experience negotiating financial terms, resolving billing disputes, aligning stakeholders, and balancing institutional risk with commercialization objectives. Strong internal control and compliance knowledge, including implementation and oversight of financial controls within a complex, regulated university environment. Systems and analytical proficiency, including advanced Excel skills and experience leveraging financial, ERP, and IP management systems to enhance reporting, forecasting, and operational efficiency. Leadership with an execution focus, demonstrating the ability to develop strategic direction while ensuring operational excellence and accountability. Preferred Qualifications Education: Master's degree - Finance Certifications /Professional Licenses : Certified Management Accountant - Institute of Management Accountants, Certified Public Accountant (CPA) - American Institute of Certified Public Accountants , Certified Public Accountant (CPA) - Illinois Department of Financial and Professional Regulation, Certified Public Accountant (CPA) - Missouri Division of Professional Registration Work Experience: No additional work experience unless stated elsewhere in the job posting. Skills: Analytical Thinking, Budgeting, Business Compliance, Business Negotiations, Communication, Confidentiality, Financial Decision Making, Financial Information Systems, Higher Education Management, Influencing Skills, Internal Controls, IP Management, Leadership Strategies, Microsoft Excel, Prioritization, Problem Solving Leadership, Quantitative Abilities, Resource Allocation, Risk Assessments, Stakeholder Engagement, Student Information Systems, Supervisory Management, Synthesizing Complex Information Grade G16 Salary Range $96,000.00 - $169,300.00 / Annually The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget. Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ . Accommodation If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. Pre-Employment Screening All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening. Benefits Statement Personal Up to 22 days of vacation, 10 recognized holidays, and sick time. Competitive health insurance packages with priority appointments and lower copays/coinsurance. Take advantage of our free Metro transit U-Pass for eligible employees. WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%. Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more! Family We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered. WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us. For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/ EEO Statement Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.