Director of Administrative Operations

Job description

Job Title: Director of Administrative Operations
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8565
Job Description POSITION OBJECTIVE

The Deputy Associate Director for Administration is a member of the Case Comprehensive Cancer Center administrative team, working under the guidance of the Associate Director of Administration. The deputy associate director is responsible for: developing implementation strategies, advising on matters of operational feasibility, providing programmatic and developmental research support; and, supervising the Cancer Center Support Grant primary staff. Special emphasis includes organizational oversight for research space, shared resources, clinical research office, regulatory reporting, research programs, cancer center support grant funds, pilot grants, cancer center seminars, conferences, national activities, information services, recruitment and other operational activities of the cancer center. The individual works with the supervisor across the consortium institutions to implement seamless administrative services. The deputy works, in alignment with the supervisor to achieve the goals and strategies dictated by the director of the center.

The Case Comprehensive Cancer Center is a multidisciplinary and multi-institutional center (with oversight and authority for cancer research management and coordination across Case Western Reserve University and its affiliated institutions, University Hospitals and Cleveland Clinic that supports a highly diverse cancer research program that is currently ranked as “exceptional” nationwide. The deputy associate director is a critical role in the governance of our three-institution member center support grant consortium, and must have a full understanding of its vision, goals and challenges. The deputy associate director manages over $20 million in annual cancer research support with staff at all three institutions. The center administration is responsible for the organizational support and fiscal oversight of all center activities across the consortium of the university, Cleveland Clinic and University Hospitals. The deputy associate director is responsible for assuring a supportive and effective infrastructure to further the mission of the center’s seven scientific programs, eight scientific initiatives, thirteen shared resources, an office for cancer research training, education and career enhancement, a unified clinical trials structure, a robust community outreach and engagement resource, an office of Cancer Disparities Research, and various advisory and steering committees to encourage interactions and collaborations across the consortium.

ESSENTIAL FUNCTIONS

    Strategic Operations: Knowledge and understanding of cancer center support grant guidelines. Assist in preparation and presentation of business plans, proposals, and financial documents for presentation to internal and external constituents. Case Comprehensive Cancer Center receives its designation as an NCI designated Comprehensive Cancer Center through the support P30 grant renewed every 5 years. The designation has a vital reputational and financial impact in greater Cleveland for Case Western Reserve University and affiliated hospitals. Mandatory adherence to the guidelines of the support grant involves ongoing monitoring of the organization for structure, direction, and fiscal management. All decisions at the center are taken within the context of the support grant guidelines. Along with the supervisor, serve as an administrative link to the office of Cancer Centers branch at the National Cancer Institute. Attend and represent the center at all national meetings, both federal and non-federal related to the support grant. (20%)Financial Management: Oversee all aspects of fiscal management, including prospective analysis of funding sources, faculty recruitment and start-up packages, endowments, and development of pro-forma financial statements. Ensure monthly financial reports for individual faculty with research grants and/or programs are accurate and distributed to the faculty. Establish benchmarks for budgetary review. Review analysis of staffing expenses, non-salary expense projections, and annual funding to provide an opportunity for the faculty to effectively manage their individual research programs. Responsible for effort certification and year-end close. Conduct regular audits of expenditures from all funded and unfunded sources to assure compliance and to safeguard university resources. Advise and participate as needed in philanthropic activities. (15%)Sponsored Programs: Oversee all support grant-related account reconciliation and monitoring, fiscal reporting and grant closings handled by responsible staff. The center is responsible to report all cancer related grant activity of members to the National Cancer Institute, typically totaling more than $125 million. In addition, responsible for direct oversight of the pre and post award financial managers for funds expensed through the Center, totaling over $20 million annually. Oversee the pilot grant process offered through the center often totaling more than $2 million annually. Provide input on all grants submitted through the center. Advise on budget preparation, financial matters and successful grant writing strategies. (10%)Human Resources: Liaise with the medical school HR manager to manage employee relations matters within the department; this may include conflict management, performance management, reorganization requests, etc. Identify training needs and programs. In partnership with the supervisor, serve as the primary contact for the school office of faculty affairs and human resources, the central department of human resources, and other school and university administrative offices. (10%)Supervision/Administrative Operations: Supervise the staff dedicated to the support grant including staff responsible for supporting the research programs, trainees, multi-investigator grants, and all pre and post grant activities related to the support grant. Advise and participate in information services, marketing, event planning and operational activities at the direction of the supervisor and the center director. Oversee invoicing, publications, financial and technical reports generated by Case CCC CCSG staff and mandated by the support grant P30 (15%) Shared Resources: Monitor and ensure appropriate oversight of Cancer Center cores and shared resources. For cores, ensure that appropriate internal controls are in place to ensure data integrity; processes result in accurate allocation of costs; utilization is maximized (within and across departments); business plans are developed, updated and monitored; and recommend establishment/maintenance / elimination of cores. For departmental shared resources, ensure the resources are maintained and in proper working order. (9%)Physical Plant: Responsible for the space, facilities, equipment, staff and fiscal operations of the research space under direct control of the cancer and its shared resources. The shared resources of the center are specialized service facilities that support the cancer research efforts of its members at all affiliated institutions and are supported by the support grant. Identify areas of growth opportunity in shared resources and work with the partner institutions to navigate space, finances, equipment, and personnel needs. (9%)

NONESSENTIAL FUNCTIONS

    Education: Serve as the leader responsible for organizing, coordinating, and directing diverse cancer research-oriented groups and to facilitate their efforts toward common research and training goals across all components of the center. (5%)Maintain up to date knowledge of grants management requirements in particular those of major funding agencies and the university; policies and procedures of the university and changes in the educational and research landscapes that affect the department. This may include maintaining professional affiliations to enhance professional growth and remain current in the latest trends and regulations in sponsored research and financial reporting. (5%)Perform other duties as assigned. (2%)

CONTACTS

Department: Regular contact with center staff regarding workflow.

University: Direct contact with senior administrative positions of the associate and assistant deans, departmental chairs, division chiefs, physicians, and faculty within the medial school, Case School of Engineering, other schools within the university, and administrative personnel of University Hospitals and Cleveland Clinic. Contact with Development personnel at the medical school, Case Western Reserve University, University Hospitals and Cleveland Clinic. School of Medicine, Cleveland Clinic and University Hospitals finance and planning, faculty affairs and grants and contracts offices. Contact with university general support offices such as the controller’s, sponsored projects and research administration as needed. For primary faculty of the cancer center, manage with the ADA appointments, promotion, annual reporting, faculty survey, and annual report metrics, staff appointments and reviews, compliance with EHS training and reporting and lab space compliance with EHS regulations and reporting, including discard of hazardous materials.

External: Contact with NIH NCI Cancer Center branch officers, grants management specialist and scientific review administrator. Contact with directors and associate directors at other comprehensive cancer centers, and senior leadership at foundations and agencies where the center seeks or administers award funding. Contact with the Association of American Cancer Institutes and other advocacy organization for cancer research. Contact with nationally recognized cancer physicians and researchers. Contact with philanthropic donors to provide information. Contact with foreign trainees and faculty (working with the supervisor) to assure seamless immigration status management for cancer research trainees and faculty through the university office of immigration services.

Students: Support for administration of cancer research trainees across the continuum of high school to junior faculty to facilitate the Office of Training Education and Career Enhancement.

SUPERVISORY RESPONSIBILITY

Supervise all department administrative/operational staff, including a department assistant, education coordinator, and a grants manager. Assure annual reviews are administered within university policies for all research staff supervised by faculty.

QUALIFICATIONS

Experience: 10 years of experience in multidisciplinary research or multidisciplinary administrative management in a senior position.

Education: Bachelor’s degree required; Master’s degree or higher in a related field preferred.

REQUIRED SKILLS

    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; specifically, hospital partners. Ability to work effectively independently and collaboratively within a team; must be highly motivated, responsible, dependable, and a self-starter. Strong leadership, organizational, and administrative skills to effectively organize programs in a highly competitive research environment.Skilled as both a leader and participant in committees that range from scientific to administrative to faculty search for positions in the center, school, and the university.Analytical and strategic thinker. Ability to work with sensitive information and maintain confidentiality.Professional and effective oral and written communication skills; strong writing and editing skills, must demonstrate the ability to effectively and accurately relay information. Ability to interact with colleagues, supervisors, and customers face to face. 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; ability to manage multiple projects simultaneously.Effective management skills. Ability to lead, train, work with, and elicit cooperation from team members and staff.Excellent problem-solving skills. Must demonstrate sound judgement and effective decision making; ability to identify and implement alternative resolutions and strategies; and effective conflict management skills.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. Ability to meet consistent attendance.Understanding of sponsored research grants and clinical trial grants administration required.Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles).Knowledge of federal OMB circulars A-21, A-110 and A-133 sponsored research reporting requirements.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 financial system applications.

WORKING CONDITIONS

Typical office environment. No exposure to chemicals.

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.

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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: 11/20/2020
Application Due: 2/18/2021
Work Type:
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