Department Administrator 2

Job description

Position ID:  #6985

Title: Department Administrator 2

Department:  Center on Urban Poverty and Community Development


Working with a high degree of independence and under general direction, provide overall administrative expertise for a variety of business related functions, including finance, budget, grant administration, human resources, development, communications, purchasing, and space and facilities planning. Function as a technical resource and advisor exercising discretion and independent judgment. The department administrator has authority to accomplish major objectives, investigate and resolve matters on behalf of leadership, and has the authority to formulate, affect, interpret, or implement management policies or operating practices.


  1. Plan departmental budget needs by analyzing program plans on both a short and long-range basis by considering past requirements and expenditures and current programs, and future goals. Perform needs assessments, make projections based on multiple items and unknown variables, analyze budget variances and recommend courses of action. Prepare various analytical reports in written and graphic forms based on management needs. Responsible for effort certification and year-end close. (30%)
  2. Collaborate with department staff to ensure operational activities are managed. This includes overseeing space and facility utilization; coordinating purchasing, maintenance and renovation activities for the department; and administering a program of property management and accountability. Develop the most efficient and effective means for purchasing supplies. Negotiate and facilitate major equipment purchases and installations. Manage human resources activities within the department. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Ensure all paperwork for employment, terminations, and leaves of absence are processed correctly and in a timely manner. Has authority to sign off on paperwork such as requisitions and performance reviews. Provide department orientation for all new staff and faculty. (20%)
  3. Advise and direct principal investigators in the preparation of grant proposals and applications to include compilation of data and preparation of estimated budget expenditures; monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies. Meet with principal investigators on a regular basis to review grant funding versus budget and give appropriate financial direction. Ensure compliance with federal regulations as outlined in -21, A10 and A133. (20%)
  4. Manage the process for data use agreements (DUAs) between the Center and data providers. This includes the tracking of Center DUAs being processed by CWRU’s Tech Transfer Office and Legal Department, and submission of CWRU-signed DUAs to data providers for final execution. Support IRB administration to ensure timely submission, renewal and termination of protocols by research staff. (10%)


  1. Create department policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the department chair in accordance with departmental precedents and policies. Interpret school and university policies and procedures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (5%)
  2. Lead Center communications efforts include designing and producing outreach materials, bi-monthly newsletter and web content, managing the publication and distribution of Center briefs and reports and overseeing its social media campaigns. (5%)
  3. Serve an active role on the leadership team in developing long- and short-term department strategic planning. Chart out yearly plans, monthly work plans and determine measurable targets. Develop a work plan with key activities, deliverables, and milestones for individuals, program team or organizational unit. Provide the expected results or outputs form each key activity or strategic initiative. Provide analysis of milestones achieved in written and graphic report form to management.  (5%)
  4. Represent department in administrative meetings and/or conferences in order to achieve cooperation between functions. (5%)
  5. Perform other duties as assigned. (<1%)


Department: Daily contact with faculty, staff and administration to provide information, resolve complaints and maintain workflow

University: Frequent contact with MSASS administrative staff on grants, budget, finance, HR and other issues.  Regular contact with university offices including the offices of research and technology management, the controller’s office, the office of foreign faculty and scholars, foundation relations, UTech, and marketing and communications.

External: Regular contact with program partners, funders, vendors, and individuals and groups that use the Center’s community resources

Students: Regular contact with student workers on work performance, schedules, payment and other issues.


Direct supervisory responsibility for department assistant, student employees and temporary employees.


Experience: 5 or more years administrative work experience required; experience in a university or non-profit setting preferred.

Education/Licensing: Bachelor’s degree required.


  1. Understanding of sponsored research grants and administration required.
  2. Experience in writing grant proposals, contracts and reports.
  3. Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles).
  4. Knowledge of federal OMB circulars A-21, A-110 and A-133 sponsored research reporting requirements.
  5. Strong organizational and interpersonal skills required, both oral and written required.
  6. Strong writing skills are required for grant editing, policy development, and budget proposal submission required.
  7. Ability to work independently to organize multiple projects simultaneously required.
  8. Employee management skills; ability to educate/train staff, delegate and supervise effectively required.
  9. Proactive approach to potential problems, excellent problem-solving skills required.
  10. Excellent computer skills experience, excellent mathematical skills; ability to use financial spreadsheets, accounting software, database packages, PeopleSoft and Oracle financial system applications.


Typical office work environment. The employee will use computer mouse and keyboard to type.


In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.


CWRU offers a flexible benefits package including tuition waiver for employees and dependents; Respond in confidence, including salary history:, human resources job code #6985.




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Job No: #6985
Posted: 7/6/2018
Application Due: 8/3/2018
Work Type: