Director of Administrative Operations

Employer
Case Western Reserve University
Location
Case Main Campus
Closing date
Oct 21, 2021

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Job Details

Job Title: Director of Administrative Operations
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 9016
Job Description POSITION OBJECTIVE

The Administrative Director of Operations is responsible for the management of the clinical science department research and administration portfolio in the School of Medicine. These activities include business planning, financial management and operations, and human resources management and operations. The administrative director will also have the responsibility for organizing complex tasks, provide leadership, advice and guidance regarding financial and administrative policies and procedures. Because all these functions are directly related to the vision of the School of Medicine this position will report to the Assistant Dean for Administrative Operations. Assignment of departments to the portfolio may change over time if funding levels have significant changes or during times of absence or restructuring. In addition, this position will work closely with the multiple affiliate Hospital’s administrative personnel to assure all projects and activities are in alignment with contractual and institutional policies.

ESSENTIAL FUNCTIONS

    Strategic Operations:
Provide financial and administrative leadership to the department working closely with the chairs and Center Directors to implement the strategic goals and objectives of the department consistent with the long-term plan of the School of Medicine. This would include participation in the strategic planning for the department, overseeing the fiscal health of the department across all missions, development and monitoring of the 3 to 5-year financial plan, monitoring progress towards goals, and ensuring the efficient operations of the department. Work with the department chairs and SOM Office of Finance and Planning to develop a 3 to 5-year business plan and annual budgets in assigned departments, plan financial strategies, and oversee the financial aspects of grant administration and applications. Plan departmental budget needs by analyzing program plans on both a short and long-range basis by considering past requirements and expenditures and present program plan. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances and recommend courses of action. Prepare analytical reports and analyses. Recommend, develop and implement changes to department policies and practices. Receive assignments in the form of objectives with goals and the process by which to meet goals. Exercise judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provides priority setting and work flow analysis (25%)

Financial Management: Responsible for 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. Meet regularly with department and division chairs to review performance matrices. Collaborate with the department chairs and faculty in departments in order to enhance sponsored research grant programs. This includes seeking funding opportunities and guidance in application processes. Work with the Grant Managers to prepare monthly financial reports for individual faculty with basic and/or clinical research grants and/or programs, establishing 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. Each team will manage a research portfolio of approximately $25 million in direct spend per year. (20%)Sponsored Programs Provide day-to-day administrative leadership for all aspects of sponsored research operations for assigned departments. This includes pre-award processing, budget preparation, grant submission, post-award grant management and financial. Assure faculty fulfillment of all obligations and responsibilities in sponsored research including complete compliance with all federal and state regulations and laws. Investigate allegations of fraud and financial compliance questions/issues using available resources such as sponsor regulations, university policies and procedures, and the network of informed individuals such as the principal investigator, departmental or research administrator, business manager, chair or dean. Coordinate with university compliance officer, audit services, and general counsel as needed. Develop and negotiate contracts and budgets with non-federal sponsors for proposed research grants. (15%)Human Resources: Oversee and manage the human resource activities for assigned departments. This includes the resolution of operational issues, design, maintenance and implementation of any changes, establishing standards and procedures adhering to university policies. Hire, train and supervise activities of Grant Managers, Education Coordinator, Department Assistant and Human Resource Specialists, providing policy direction and performance/merit reviews. (15%)Supervision/Administrative Operations:Hire, train, and supervise activities of support staff, providing policy direction and regular performance management. Conduct periodic meetings with direct reports and other members of the Department’s support team to review changes in funding, policies, and procedures and to discuss operational issues. Assign or reassign administrative tasks as needed due to changes in funding levels or absences. Approve standard operating procedures and conduct regular audit of workflow and organizational design. Conduct weekly meetings with direct reports and other members of the Administrative Support teams to review changes in funding, policies and procedures, and to discuss operational issues. Assign or reassign administrative tasks as needed due to changes in funding levels or absences. Be primary contact for central administrative offices. Conduct regular audits of expenditures from all funded and unfunded sources to assure compliance and to safeguard University resources. (15%)

Shared Resources: Monitor and ensure appropriate oversight of departmental 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. (5%)

  • Physical Plant: Serve as primary administrator responsible for day-to-day operational oversight of the various facilities. Manage space allocations and monitor utilization per departmental and SOM metrics. Produce and maintain space inventories and maintain university equipment inventories. Facilitate major equipment purchases and installations. (5%)
  • NONESSENTIAL FUNCTIONS

      Have a complete understanding of CWRU financial HCM and proposal routing systems to be able to complete the tasks assigned to staff if needed. (<1%)Maintain professional affiliations to enhance professional growth and remain current in the latest trends and regulations in sponsored research and financial reporting. (<1%)Perform other duties as assigned. (<1%)

    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.

    University: Daily to weekly contact with Faculty and staff in assigned departments, SOM Finance & Planning office; director and staff in the office of Sponsored Research, director and staff in the SOM Research office; director and staff in the office of Faculty Affairs, Human Resources, Grants Accounting; Purchasing & Accounts Payable; SOM Development office; General Counsel’s office; office of Foreign Faculty & Scholars; Student Employment office; and department administrators.

    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 to weekly contact with grants management staff at the National Institutes of Health and other government agencies; grant administrators at pharmaceutical companies and other institutions of higher learning, various offices of Research Administration within continental USA, vendors; physicians, patients.

    Students: Regular contact with student employees.

    SUPERVISORY RESPONSIBILITY

    Two Grant Managers and one Human Resource manager, one Graduate Program Manager, and one Department Assistant

    QUALIFICATIONS

    Experience: 10 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 Federal Grant management is a plus.

    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. Good interpersonal skills; ability to work and communicate with various individuals within and external to the University. Professional and effective oral and written communication skillsStrong 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.Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff.Ability to work effectively independently and collaboratively within a team. (Must be highly motivated, responsible, dependable and a self-starterAbility to work with sensitive information and maintain confidentialityMust 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. 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. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors and customers face-to-face.

    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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    Organization

    Working at Case Western Reserve University

    Case Western Reserve University is among the nation's leading research institutions. Founded in 1826 and shaped by the unique merger of the Case Institute of Technology and Western Reserve University, Case Western Reserve is distinguished by its strengths in educationresearch, service and experiential learning. Located in Cleveland's University Circle, we offer nationally recognized programs in the arts and sciencesdental medicineengineeringlawmanagementmedicinenursing and social sciences.

    Student enrollment exceeds 9,800 students, forty percent of whom are undergraduatesFacultyand students hail from more than 90 countries, with academic interests that reach every region of the world. Case Western Reserve, with the support of individuals, corporations and foundations, aids nearly 100 designated research centers.

    As a service-oriented institution dedicated to civic leadership, Case Western Reserve seeks individually and collectively to prepare our students to improve the human condition and to direct the benefits of discovery toward a better society. This effort is not limited to the university's classrooms, laboratories, librariesresidence halls and athletic fields, but includes partnerships with many other institutions. We build these partnerships believing that our ability to improve the human condition should begin in our own community.

    Case Western Reserve University remains Ohio's top-ranked school among the nation's premier national universities, as ranked by U.S. News & World Report and is the only Ohio institution ranked in the top 50 nationally. We promote a culture of inquiry marked by rigor, creativity, curiosity, innovation, respect, sensitivity and open communication of ideas.

    The university supports interdisciplinary partnerships in education and research with numerous faculty holding joint appointments in more than one Case Western Reserve school or department, as well as at neighboring institutions. These relationships launched many of the unique pairings of science, business and liberal arts into the centers and programs that enhance the undergraduate and graduate experience at the university. Our dual degree programs enrich the educational experience for those students who choose to balance the technical requirements of engineering or the sciences with a strong interest in the humanities.

    With more than $375 million in research funding annually, the university attracts outstanding undergraduate and graduate students along with renowned faculty whose research has made significant contributions to the way we live and work. Case Western Reserve counts 15 Nobel laureates among our alumni and current and former faculty, including the first American scientist to ever receive the prize.

    Our students' experiences in cultural institutions, clinics, social service agencies and industry are not viewed as “extra-curricular,” but create the learning experience that defines a Case Western Reserve education. The university's service programs in the Cleveland Municipal School District have impacted more than 145,000 students with more than 43 signature programs. The university has launched more than 580 community partnerships on the local, national and international levels. Annually the university sponsors Case for Community Day, an event where hundreds of Case Western Reserve employees and students lend their time and talent to targeted community development projects in the Greater Cleveland area.

    Our alumni number more than 110,000 and constitute a “who's who” of every profession. Alumni represent one of the university's strongest resources, playing a vital role in campus life through their work as advisors, mentors, friends and advocates.

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