Business Manager and Special Assistant to the University Registrar

Case Western Reserve University, United States

Updated: about 2 months ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

Case Western Reserve University is one of the country's leading private research institutions. Located in Cleveland, we offer a unique combination of forward-thinking educational opportunities in an inspiring cultural setting. Our leading-edge faculty engage in teaching and research in a collaborative, hands-on environment. Our nationally recognized programs include arts and sciences, dental medicine, engineering, law, management, medicine, nursing, and social work. About 5,600 undergraduate and 6,000 graduate students comprise our student body. Visit case.edu to see how Case Western Reserve thinks beyond the possible.

The Office of the University Registrar seeks a detail-oriented, independent-minded person who enjoys taking charge of projects, seeing them through from start to finish, working in a fast-paced environment, and following rules yet always looking for ways to improve. We are a team of dedicated and hard-working people, united around shared goals of service, accuracy, integrity, teamwork, and growth.

The Business Manager and Special Assistant to the University Registrar will serve as a key member of the team who is responsible and accountable for several critical functions including compliance for veteran’s certification, management of the departmental budget and financial operations, and leading special projects on behalf of the University Registrar and Director of Student Information Systems and Services. This position will function as a policy, process, and technical resource and advisor, exercising discretion and independent judgment with respect to matters of significance. This position has the authority to carry out major assignments without supervision, investigate and resolve matters on behalf of leadership, and can formulate, affect, interpret, or implement management policies/operating practices to perform work on behalf of the department.

Building a welcoming and inclusive community is the foundation of the work we do as professionals working with students. Fully including people of diverse backgrounds and perspectives helps us all thrive by working together, focusing on our collective well-being, and helping students gain insight from their academic endeavors and real-world experiences.

 

ESSENTIAL FUNCTIONS

  • Manage and implement strategies around financial forecasting, and account for the complexities and variances of finance including forecasting, compliance, and control. Prepare and maintain departmental budget, analyzing plans on both a short- and long-range basis by considering past requirements, income, expenditures, and present plans. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances, and recommend courses of action. Oversee university PCard expenditures; prepare travel expense statements and other reimbursements for staff. Responsible for the procurement, maintenance, tracking, and forecasting of departmental inventory, including but not limited to physical space, computers and office supplies. Negotiate and facilitate major equipment purchases and installations. Coordinate and track contracts with vendors, ensuring compliance with university procurement processes and procedures. Monitor vendors’ offerings and solicit materials, quotes, and updated information on service offerings as needed. Maintain a strong understanding of the university policies and procedures as well as a strong proficiency in the university’s financial system. Prepare complex analytical reports and analyses in written and graphic forms to the university registrar. Responsible for December and year-end close. Serve as the liaison both within the university and with external entities for all fiscal matters and resolve any concerns or discrepancies. (35%)
  • Provide leadership for all activities related to certifying students with eligibility for veteran’s benefits, ensuring the university’s compliance with regulations, and maintaining the university’s good standing as a VA approved institution of higher education. Serve as a representative and liaison on behalf of the university between the State Approving Agency (SAA) for the State of Ohio and the United States Department of Veterans Affairs. Counsel student veterans and their families on policies and procedures for obtaining educational benefits from the Veterans Administration or other government agencies such as the Department of Defense. Responsible for seeking academic program approvals, reporting of enrollment and financial data for students utilizing VA benefits in the VA-ONCE application, maintenance of VA student database, maintaining policy knowledge and participating in required VA training. Collaborate with the Office of Financial Aid, Student Financial Services, and other university departments to support all activities related to the certification process including data gathering, reporting, data transmission, and auditing of records. Interpret and correctly apply federal regulations associated with certifying students for receipt of veteran’s benefits. Develop procedures and documentation for regular process improvement for the VA certification process. (30%)
  • Assist the University Registrar and Director of Student Information Systems and Services with special projects. Interpret, investigate, and resolve matters of significance on behalf of management both within and outside of the registrar’s office. Carry out major assignments in conducting the operations of the department, including coordination of collaborative efforts across schools and academic support services. Arrange meetings and maintain necessary correspondence with attendees. Handle a wide variety of matters, situations, and conflicts involving all levels of office administration including drafting correspondence, attending meetings and taking minutes. Advise and direct in the preparation of routine and non-routine reports, presentations (including graphics), documents, and proposals including but not limited to items for university leadership including the Board of Trustees, Faculty Senate, Provost’s Office, and other university governing bodies. (15%)
  • Effectively employ triage and troubleshooting techniques to resolve complex situations, providing technical and functional support to students, faculty, and staff to resolve issues related to student academic records, procedures and the student information system. (9%)
  • Manage, monitor, and schedule classroom space using classroom scheduling software for courses and events. Provide administrative support for the management and effective use of facility and classroom space for courses and events. (6%)

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    NONESSENTIAL FUNCTIONS

  • Ensure the department is maintaining compliance with university best practices and communicate compliance policies with all staff. Design and execute policies and procedures to ensure departmental technical resources are secure, and that integrity of stored data is maintained. Develop and implement improvements to operations including new procedures, documentation, and training. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (2%)
  • Plan, coordinate, schedule and provide support for departmental events, including the coordination of catering, room preparation, printed material support, etc. Act as departmental liaison for events that include the office of the university registrar. (2%)
  • Perform other duties as assigned. (1%)

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    CONTACTS

    Department: Daily contact with members of the university registrar’s office in planning, establishing requirements for and completing departmental information service requests. Work with co-workers to maintain workflow and interpret office policy.

    University: Regular contact with registrars and other key school liaisons for resolving decentralized data issues. Regular contact with faculty to resolve matters related to the student information system. Regular contact with the Provost’s Office, deans, and other university leadership to resolve matters related to student academic support services. Frequent contact with other university departments regarding matters related to veterans and veteran’s benefits.

    External: Daily contact with alumni, government of¿cials, employers, and parents to provide appropriate information regarding student records and information in accordance with FERPA regulations. Regular contact with vendors for research related to records management.

    Students: Daily contact with students to provide information, diagnose and assess student information system issues, process transcripts, enrollment/degree veri¿cations, and registration special requests and forms.

     

    SUPERVISORY RESPONSIBILITY

    Oversee the work of others in the department when assigned as project lead.

     

    QUALIFICATIONS

    Education/Experience: High school education and 7 years of related experience OR Associate’s degree and 5 years of related experience OR Bachelor’s degree and 3 years of related experience required.

     

    REQUIRED SKILLS

  • Effective problem-solving skills; must demonstrate excellent analytical skills, sound judgment, and good decision-making.
  • Ability to work effectively, independently, and collaboratively within a team. Must be highly motivated, responsible, dependable, and a self-starter.
  • Strong organizational and time management skills; ability to manage multiple tasks, prioritize, follow through, and meet deadlines. Must demonstrate attention to detail and accuracy. Must demonstrate a willingness to learn new techniques, procedures, processes, and computer information systems as needed.
  • Proficiency and expertise in managing spreadsheets, including experience with advanced formulas and functions.
  • Ability to maintain the security and confidentiality of student records.
  • Ability to work under pressure and demonstrate flexibility in a fast-paced, changing environment, and conform to shifting priorities, demands, and timeline.  
  • Ability to analyze problems and develop strategies to resolve them.
  • Excellent customer service skills: ability to maintain effective work relationships and address the potential and current needs of customers.
  • Ability to create and use queries to maintain the integrity of student information.
  • High degree of integrity.
  • Effective management skills: ability to lead, train, work with, and elicit cooperation from staff.
  • Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with faculty, staff, students, and with individuals inside and outside the university.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors and customers face to face.

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    WORKING CONDITIONS

    Duties performed in an administrative office environment. The employee will perform repetitive motion and use a computer mouse and keyboard to type. Requires occasional travel for local, state, or national travel for VA training as a School Certifying Official (SCO). This position is eligible for the staff hybrid work program.

    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.

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    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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