Assistant Director of Programming Operations

Case Western Reserve University, United States

Updated: 21 days ago
Location: Campus, ILLINOIS
Job Type: FullTime

A strong internal candidate has been identified.

POSITION OBJECTIVE

The Assistant Director of Programming Operations in the Case Comprehensive Cancer Center (Case CCC) is responsible for overseeing strategic business planning, financial management, operations, and development programming for the center. The center’s programming is diverse in nature, focusing on the priorities of our scientific programs and strategic goals. The assistant director will support the director/ vice dean for oncology and associate vice president/ associate director for administration in the direction and administration of all programming for the Case Comprehensive Cancer Center, National Center for Regenerative Medicine, and other collaborative initiatives with consortium hospitals.

Working with a high degree of independence, the assistant director is responsible for a wide range of key programming and coordinating functions in support of the director and must have detailed knowledge of the center and its mission. Additionally, the candidate will help align cancer center programming with the goals of the school of medicine and help form a vision for the priorities of the director, associate director, and affiliate members. This position involves a variety of interactions with a diverse group of individuals at the central, institutional, and external levels. This position is also responsible for handling complex and highly confidential matters.

 

ESSENTIAL FUNCTIONS

  • Provide leadership, professional expertise, and oversee the planning and execution of high-quality programming, ensuring that Case Comprehensive Cancer Center strategic plan priorities are reflected in the programming. Produce a three to five year programming plan that incorporates the scientific vision, goals, and objectives (including community engagement programs, cancer training & education programs, national recognition through leading conferences in key cancer discovery areas aligned with the cancer center research programs, and building collaboration within our institutions by facilitating leadership meetings and engagement). Lead creative strategic planning and recommend short and long-term goals to create programming that maximizes potential impact and benefits in critical areas of donor stewardship and recognition, government or community relations, alumni relations, etc. Analyze current and future programming needs and policies to improve existing operations. Ensure the appropriate tone, schedules, and appearance of all programs, and written and oral correspondence. (20%)
  • Develop and implement a comprehensive short- and long-term budget process. Prepare annual budgets, as well as complex budgets and/or grant proposals for cancer programming. Prepare quarterly programming budget forecasts. Work with Director and associate director for administration to prepare complex budgets and budget justifications for the annual progress report and other program reports related to programming. Monitor financial status reports working with external sponsors, faculty, school of medicine finance, and sponsored projects administration to assure timely and accurate submission of financial reports.  Plan, develop, manage, and administer programming budgets, including discretionary accounts, educational funds, training grants, cost center accounts and operating funds. Monitor all programming budgets including, but not limited to, general account management, programming expenses, fiscal support, and Pcard oversight. Define and evaluate strategic alternatives through the development of financial models and reports, providing recommendations on the course of action. Develop cost control and monitoring programs. Work with associate director to submit annual technical reports on time. (15%)
  • Oversee the negotiation of terms, execution, and administration of multiple contracts with facilities and other vendors for services, in accordance with budget constraints and university policies and procedures. Negotiate sponsorship with pharmaceutical companies and other entities. Oversee continuing medical education application and accreditation. Oversee travel arrangements for programming attendees as needed. Be a resource for federal regulations and university policies. (15%)
  • Identify and target funding sources for programming in collaboration with strategic initiatives. Work with the associate director for administration to establish teams drawing on faculty from the various schools and development teams at Case Western Reserve University, Cleveland Clinic, and University Hospitals to establish partnerships with external organizations to pursue and secure significant funding. Draft proposals, including budget and program development for sponsorship and grant funding. Seek out grant funding opportunities relevant to programming and lead grant application process working closely with the associate director for administration. (10%)
  • Liaise with donors, distinguished guests, community representatives, directors and university administrators, faculty, alumni, students, academic departments, etc., in matters relating to programming in the cancer center. Consult and represent the director as designated in communicating with internal and external constituents including programming correspondence, reports, and presentations. Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and programming activities. Responsible for oversight of all official programming communications from the cancer center.  Work in conjunction with the center and the school of medicine communications offices. Custodian of featured programming calendar feed to front page of website and weekly newsletter. (10%)
  • Organize and execute special projects for the office of the associate director of administration such as managing and organizing academic searches for high-level positions within the center. Assist the director/ vice dean in the selection of search committee members, assuring that all needed support is provided to facilitate the committees’ successful completion of the task.  (10%)
  • Develop efficient, computer-based methods for tracking efficiencies in programming through relational databases and reports. Develop and prepare reports and analysis to support the planning process and to monitor implementation. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative, and support systems and internal reporting relationships; identify opportunities for improvement and direct the implementation of changes. Develop and oversee support systems for programming, both in-person and virtual, to assure the most effective delivery of services. This includes evaluation of space, personnel, supplies, and systems and selecting the most appropriate. Interface with department members as project lead for all programming for purposes of coordination and information sharing, and development of processing systems to enhance efficiency of meetings, data processing, preparation of written reports, and preparation of slides and brochures for national presentations. (10%)
  • Supervise staff supporting programming as well as students. (8%)

    •  

    NONESSENTIAL FUNCITONS

  • List Attend university and school of medicine training sessions to keep up to date with policies and procedures. (2%)
  • Perform other duties as assigned. (<1%)

    •  

    CONTACTS

    Department: Daily contact with associate director for administration. Regular contact with the cancer center director, faculty and members, Case Comprehensive Cancer Center staff, and school of medicine dean’s office staff.

    University: Regular contact with school of medicine faculty, management center offices and administrative departments. Regular contact with the school of medicine and university communication and development offices.

    External: Regular contact with all partner institutions and officials including Cleveland Clinic, MetroHealth, University Hospitals, community affiliates and agencies, government agencies and other health agencies. Contact with donors, distinguished guests, community representatives and directors.

    Students: Occasional contact with students as needed.

     

    SUPERVISORY RESPONSIBILITIES

    Supervise Program Manager and student employee.

     

    QUALIFICAITONS

    Education and Experience: Bachelor’s degree in accounting, finance, business management or related area and 3 years of related and progressively increased responsibility for administrative operations in an extremely demanding academic, healthcare and/or non-profit environment, OR High school education and 7 years of related and progressively increased responsibility for administrative operations in an extremely demanding academic, healthcare, and/or non-profit environment.

     

    REQUIRED SKILLS

  • Highly refined sense of, and attention to confidentiality and discretion as this position has access to personal and professional information.
  • Forward and visionary thinker resulting in actions benefiting the Center.
  • Organizational skills, self-motivation, initiative, creativity, and flexibility. Must be able to work both independently with little supervision as well as collaboratively with a variety of personnel.
  • Ability to manage competing priorities, multi-task and work effectively in a team-oriented, demanding environment.
  • Proficiency in using Microsoft Word, Excel, and PowerPoint, and with using various web-based applications for information research, retrieval, and reference management.
  • Ability to communicate well, both verbally and in writing, with staff at all levels and with outside contacts to prioritize work assignments and obtain information and explain policies and procedures regarding matters of a sensitive and confidential nature.
  • Outstanding oral and written communication skills and the ability to write reports, business correspondence and procedure manuals.
  • Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
  • Ability to anticipate needs, errors, and omissions before they occur.
  • Attention to quality and detail are essential; flexibility, tact, and responsiveness are required.
  • Demonstrated use of evidence-based approach to define problems, collect data, establish facts, draw valid conclusions, and interpret information from an extensive variety of sources.
  • Ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies or actions.
  • Require computer experience with Microsoft Office and retrieval of Web-based information.
  • Proficient with Google applications including calendar and virtual event platforms.
  • Require full knowledge of NIH regulations and proposal submission process.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors, and customers face to face.

    •  

    WORKING CONDITIONS

    Typical office environment. This position may require occasional and often unexpected longer than 8-hour days during the week and/or on weekends. The person in this position must have the attitude of being dedicated to his/her position and to give full attention to critical jobs until completed.

    This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

    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 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.

    .

    Similar Positions