Job Title: Support Service Hub Director
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8095
Job Description

POSITION OBJECTIVE

The Director for Clinical Support Services Hub in the School of Medicine (SOM) is responsible for the efficient and effective use of School of Medicine resources. This will be accomplished by continuous auditing of potential risks (both financial and safety), by careful management of purchasing processes (non-salary expenditures are currently budgeted at $35 to $40million) and management of research space (200K square feet). This position will work closely with all members of the research hubs, assigned basic science hubs, and affiliate hospitals with CWRU research activities to achieve effective and efficient management of capital and financial resources, while auditing expenditures and other activities. This position will work closely with all chairs, faculty and staff in the clinical departments, SOM office of Facility Management, Finance and Planning, with the MetroHealth grant management team and research faculty, and with leadership at University Hospitals to negotiate space and manage other resources. Meet with Metrohealth no less than twice yearly to review SOP and procedures for supporting its research endeavors through the Support Services Hub. Additionally, this position will be the primary resource for knowing available equipment throughout the clinical laboratories to reduce redundancy of acquisitions and ensure the best use of limited resources.

ESSENTIAL FUNCTIONS

1. Maintain space and facilities data to allocate $16 million of building costs for the Wolstein Research building. Track the lab locations of approximately 2,000 grants and $145 million of research and training grants expenditures for the UH clinical departments. These facility and grant related datasets play vital roles in the annual CRI space payment calculation that is a complicated flow of funds between University Hospitals and CWRU. Establish policies and procedures as it relates to the admissible use of University Hospital and SOM clinical research space and resources. Represent the SOM at meetings with leadership at University Hospitals and the SOM Facilities Office as it relates to clinical lab space in the hospital. Evaluate the use of space to assure that limited resources are being used efficiently and effectively. Interface with clinical departments, SOM Facilities and Planning office and all clinical research and support services staff to coordinate operational activities, maintenance and renovation activities for clinical research departments; design and administer a program of property management and accountability of shared equipment in the clinical departments. (25%)
2. Ensure expenditures are in full compliance with contractual, federal and university requirements by conducting regular audits, and by developing efficient and effective policies and procedures for purchasing equipment and supplies in the SOM departments and affiliate hospitals. Establish policies and procedures for communication strategies between PIs (or delegates) and support service staff for purchases, T&E and other reimbursements as well as for issuing and monitoring Pcards and their purchases. Negotiate major equipment purchases and installations. Approve all purchases between $5,000 and $19,999. Establish and enforce policies and procedures related to requests for new vendors. Represent the SOM and, at times, chair committees when working with central purchasing, AP and other offices for university wide initiatives. (25%)
3. For both MetroHealth and Univeristy Hospitals CWRU clinical research, manage a large petty cash account ($5,000 minimum per month) for clinical trials in need of cash disbursements. Monitor the disbursement of funds, safeguards for protecting the undistributed money and determine the correct level of funding to be held in the departments. Manage all gift card purchases, auditing usage and distribution to study participants, reconcile monthly to reduce risk of fraud and misuse of cards and cash. Immediately institute corrective actions for anyone not adhering to CWRU policies and procedures. (15%)
4. Lead the close out process for clinical and assigned basic science faculty leaving SOM by managing the close out of grants, IRB protocols, IACUC and data transfers. Determine the proper disposition of equipment, whether it should be maintained at CWRU or transferred to a new institution. Work closely with Research Hub administrators to assure all necessary forms are submitted to SOM central offices. (10%)
5. Walk through all clinical research laboratories monthly to assure all safety protocols are being enforced. Complete all safety training requirements and recertify as needed. Act as the main resource to clinical laboratories for matters related to safety. Know when to contact the Environmental Health & Safety services office or SOM Facilities office for rectification of violations or repairs. (10%)
6. Onboard new faculty by analyzing budgetary requests, developing start up packets, and identifying funding resources for startup funds Understand what resources are available throughout the School of Medicine to facilitate collaborations and to eliminate unnecessary duplication of resources. Manage expenditures from the startup funds for new faculty assuring the funds are spent as outlined in offer letters and any further documentation. Work closely with SOM Facilities to assist with renovations and/or repairs and make recommendations for the best use of space. (5%)
7. Conduct required space and equipment inventories. Serve as the main contact for SOM and Central University offices as it relates to procurement, equipment and facilities. (5%)
8. Work closely with SOM Finance and Planning to identify endowment funds for educational events, seminars and lectures. Prioritized conflicting meetings and deadlines to assure educational needs are met, limited resources are not squandered and the SOM and CWRU are always portrayed in the best manner. Alert the SOM Communications Office of events for advertising and highlighting purposes. (5%)

NONESSENTIAL FUNCTIONS

Have a complete understanding of CWRU financial systems to be able to cover for staff during absences

Knowledge of proposal preparation (Sparta) and submission procedures to assist during peak NIH deadlines

Additional duties as assigned

CONTACTS

Department: Daily to weekly contact: chairs and/or vice chairs of research, clinical research operations managers; clinical trials coordinators; educational coordinators; clinical and research faculty, research support staff; chair's secretary, administrative and clerical staff. Staff in both Research Administrative Hubs.

University: Daily to weekly contact with Faculty and staff in assigned departments, SOM Finance & Planning office and SOM Facilities Office; director and staff in the SOM office of Faculty Affairs, Human Resources, Purchasing & Accounts Payable and members of the Environmental Health Services offices.

External: Daily to weekly contact with The Cleveland Clinic Foundation, MetroHealth Systems, UHCMC senior-level administration and finance managers; Cost & Budget department; General Accounting office; Research Management offices, Human Resources department. Daily interactions with vendors;, physicians, patients.

Students: Regular contact with graduate students and student employees.

SUPERVISORY RESPONSIBILITY

Supervisory responsibility for two Procurement Managers and two Events and Travel Specialists.

QUALIFICATIONS

Experience: 8 years of meaningful related experience.

Education: Bachelor’s degree required; Master’s degree in Business with concentration in the field of Accounting or Finance preferred. Experience in either research laboratories, asset management or facility management a plus.

REQUIRED SKILLS

1. Strong interpersonal skills; ability to work and communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, School and University, and with individuals outside the university. Good interpersonal skills; ability to work and communicate with various individuals within and external to the University.
2. Professional and effective oral and written communication skills
3. Strong organization skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and proven ability to successfully follow-through on assigned projects.
4. Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff.
5. Ability to work effectively independently and collaboratively within a team. (Must be highly motivated, responsible, dependable and a self-starter
6. Ability to work with sensitive information and maintain confidentiality
7. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timeline.
8. Excellent computer skills including mainframe applications experience; excellent mathematical skills; ability to use or learn to use financial spreadsheets, accounting software, NIH application software, database packages, PeopleSoft and Oracle financial system applications.
9. Ability to meet consistent attendance.
10. Ability to interact with colleagues, supervisors, and customers face-to-face.

WORKING CONDITIONS

General office environment for the majority of the workweek. Will walk through research laboratories that will have various research modalities.

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