Manager - Academic & Research Administration

Job description

Job Title: Manager - Academic & Research Administration
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8566

The Manager for Academic and Research Administration will serve as the principal administrator for multiple departments, incorporated service centers and at least one institute or center and will serve as chief financial officer for these areas providing administrative leadership and operational expertise for the integration of business operation and research operations in the departments, centers and institute including developing and interpreting policies and procedures, overseeing the appointment process for faculty, and supervising clerical staff. Serve as a facilitator and be capable of working with diverse groups of people (faculty, staff, students, etc.) to build consensus, proactively resolve problems and generally expedite the smooth operation of the department. This individual will participate in department strategic planning and provide department and program analysis, planning and development, as well as assuming administrative leadership for all human resource-related activities in the departments. In addition, this position will supervise the research support staff working on grants or contracts according to established policies and management guidance. Recommend, develop, and implement changes to department policies and practices. Work collaboratively with other research team clusters in the Case School of Engineering, including the active participation in best practices’ applications to current operations. Receive assignments in the form of objectives with goals and determine the process by which to meet goals. Exercise judgment within policies to determine appropriate action. Identify risks and respond accordingly. Provide strategic input, priority setting, and work flow analysis. While the position reports directly to the department chairs, this individual will work closely with staff in the Case School of Engineering office of Administration and Finance.


    Work with the department chair(s) to develop long- and short- range strategic plans and on the budget process. Identify department/ program goals and objectives that will feed into and support the strategic planning process for the school and the budget. Work with the department chairs, institute directors, director of research and budget and the associate dean of administration and finance to develop short- and long-range strategic plans for a variety of research portfolios and for the research cluster as a whole. Work with department chairs to write departmental business plan. (12%)Develop and prepare reports and analyses to support planning process and to monitor implementation while providing for budgeting and cost allocation by programs. Prepare and monitor annual operating budget. Develop forecasting models to monitor current funding and to determine future funding needs, including, but not limited to, cost principles, reimbursement, cost transfers, allocation of costs, allowability of costs, financial monitoring and reporting, record retention, and project close-out. Develop and implement strategies to avoid over and under spending. Review and monitor spending levels and commitments. Provide monthly overdraft reporting and resolution. Also work with the other administrative managers in the cluster departments to address forecasting and operational issues proactively and in concert with school-wide established best practices. Compile reports and surveys for dean, provost, internal audits, and external agencies (i.e., accreditation). Responsible for cost control and monitoring programs. Review unrestricted expense forecasts for the department. Monitor the income and expense statements analysis and projections for the fiscal year. Coordinate year end closing process for departments which require analysis and adjustment of closing income and expense data to ensure compliance with the forecast. (12%) Institute best practices that effectively and efficiently support the business operations of the department. Evaluate department staff support structure to determine staffing needs, recommend salary actions, terminations, and performance ratings. Identify additional training needs within the group and takes initiative to address them. Direct the department’s academic clerical staff, as well as lead a team of research award specialists and support staff who provide pre- and post-award contract and grants management. Allocate resources, set priorities, and monitor all activities within the support teams. Deal with employee relations issues, oversee record keeping for attendance, and ensure the management of departmental records. Serve as primary contact for all security and environmental safety issues and concerns. Review and approve key and card access for department. (10%)Responsible for all human resources administration. Oversee procedures to appoint new faculty, lecturers, visitors, and research staff. Ensure that university and school policies and procedures are followed and that paperwork is accurate before leaving the department. Manage the faculty re-appointment processes for evaluations, promotions and tenures. Comply with all regulations governing visa and Office of Homeland Security policies as they pertain to appointments. (10%)Function as a technical resource and advisor on programmatic issues to Chair(s), faculty, and staff. Provide leadership, advice and guidance regarding financial and administrative policies and procedures. Serve as department expert on university policies and procedures (financial and administrative). Develop, implement, and monitor policies and procedures for both research and teaching operations. Institute best practices that effectively and efficiently facilitate the teaching and research administration of the school, coordinating with school-wide initiatives for consistency in all operations. (10%)Provide direction and oversee the implementation of numerous educational programs. Proactively resolve problems and generally expedite the smooth academic operations including student orientation through graduation and alumni visits. Oversee student affairs administration. Responsible for student recruitment and admissions procedures and student employment. Ensure compliance with university procedures. Review student academic progress. Responsible for analysis/statistical reports when needed. Work with department chairs to ensure that there are instructors for all courses. Initiate appointment process when necessary. Supervise preparation of and approve appointment paperwork for graduate teaching assistants, and fellows. (10%)


    Provide multi-institution, complex proposal development for collaborative research, industry and clinical-trials grants and contracts. Provide background research to emphasize the connection between the research needs statement and the interests of the funder. (5%)Manage contract and grant proposal preparation processes for the more demanding and reporting-intensive sponsors with varying policies, restrictions, and deliverables. Approve all proposals prepared by staff prior to delivery to the Office of Sponsored Projects Research. Ensure that all proposals adhere to the proposal requirements which have been set by the funder. (5%)Oversee the facilitation of the terms and conditions of awards, budget augmentation, and project period with the principals. Ensure compliance with all state and federal agency regulations, industry, non-profit organizations, and university procedures. Advise staff research team and faculty on complex contract and grant terms that may impact the administration of a project involving multiple institutions in both the U.S. and international sites. (5%)Manage the post-award financial administration for the more complex research funds (including sub-award reviews and approvals) in accordance with university costing policy and agency requirements. Resolve administrative issues with industrial partners and other sponsoring agencies. Review and provide recommendations for responses to external audit requests. Facilitate resolving any legal or contract issues during the course of an award. (5%)Approve department expenditures and ensure compliance with operating budget. Oversee PeopleSoft ERP operations and approve expenditures. Supervise expenditures on departmental Pcards and assign account numbers to the online account statement for all Pcards assigned to department. Be responsible for a Pcard with a $4,999 single purchase and a $50,000 monthly. (5%) Manage the marketing and development for the cluster. Provide story ideas to CSE marketing director. Serve a liaison and compile information. Oversee the creation of any marketing communication initiative. Oversee the management of the department’s web contact, ensure a consistent and cohesive message with the Case School of Engineering as well as the Case Western Reserve University. (5%)Act as liaison to other research units involved in research administration. (3%)Perform other duties as assigned. (3%)


Department: Continuous contact with department chair(s), faculty, and other staff to discuss and delegate work assignments. Semi-weekly contact with center faculty directors and staff to discuss billable services, invoicing and collections.

University: Continuous contact with assistant dean and director of research. Regular contact with department managers and research managers. Regular contact with staff in various central administration offices such as Payroll, Human Resources, Immigration and HR Services, Provost’s Office, etc. to provide and request information and to facilitate appointments for faculty and staff, leave requests, employee relations issues, etc. Regular contact with OSPA for pre- and post-award research project financial management, financial reporting and project closeout.

External: Regular contact with outside funding agencies and organizations to discuss or deal with administrative and financial issues relating to current or potential funded projects. Moderate contact with industry and private donors to address issues and exchange information.

Students: Frequent contact with students in the departments to answer questions and resolve problems relating to appointments and purchasing.


Directly supervise 5 administrative and clerical staff including preparing performance evaluations, making employment decisions, etc.


Experience: 10 years progressively responsible experience in business and financial management and grants management

Education/Licensing: BA/BS with coursework in business, finance, or accounting or similar degree required. MBA preferred.


    Strong interpersonal skills, ability to build relationships and partnerships to accomplish goals, service orientation, and effective verbal and written communication skills. Ability to interact with colleagues, supervisors, and customers face to face. Knowledge of accounting and budget development. Advanced knowledge of contracts and grants transactions and applicable financial systems, as well as related policy, accounting and regulatory compliance requirements for federal government, industrial, non-profit organizations, and state government.Demonstrated working knowledge of OMB circulars such as A-21, A110, A-133, Federal Acquisition Regulations, and principles of cost accounting standards, including allow ability, and allocating reasonableness.Substantial knowledge and experience in research pre-awards administration, proposal preparation/submission processes. Expert working knowledge of institutions of higher education fiscal policies/procedures. Expert knowledge of external sponsor requirements, such as NSF, DOE, DARPA, NIH, etc. Demonstrated expertise in managing complex financial accounts and funds, including cost projections and budgeting, ability to perform high level financial analysis and customized reporting.Strong organizational, problem solving, and customer service skills. Ability to see the big picture and strategize accordingly. Strong attention to detail and ability to work and check work with a high degree of accuracy. Ability to analyze fiscal data, summarize information and present it in a logical format. Must be professional, detail-oriented, and highly organized. Ability to meet consistent attendance. Proficiency working with information management systems. Expert working knowledge with the PeopleSoft Financial System is preferred.Demonstrated competence in the use of spreadsheet and database in financial analysis, fiscal management and financial reports. Must be proficient in use of Microsoft Office and common desktop/web applications.


General office environment. Fast-paced, multi-task, highly service oriented environment.

Diversity Statement

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.


Reasonable Accommodations

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 Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.





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Job No:
Posted: 11/19/2020
Application Due: 2/17/2021
Work Type: