Director of Administrative Operations

Case Western Reserve University, United States

Updated: about 1 month ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

The Director of Administrative Operations is responsible for the management of the overall finance and business operations for the Department of Molecular Biology and Microbiology, Center for AIDS Research, and the NIDA Center for Excellence. These activities include supporting the development of the Department’s strategic objective with the chair and the department’s faculty, translating the plan into a business plan, financial /grants management and operations, human resources management, education program fiscal oversight and general department operations. The director will also have the responsibility for organizing complex tasks and providing leadership, advice and guidance regarding financial and administrative policies and procedures. The administrative director’s responsibilities are directly related to the vision of the School of Medicine and therefore, this position will also report to the Associate Dean for Operations and function as a part of the School of Medicine Administrative Operations team as directed by the Office of Finance and Planning.

 

ESSENTIAL FUNCTIONS

  • Financial Management: 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. Develop the annual operating and tuition return budget, approximately $2 million in expenses. 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. 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. (20%)
  • Sponsored Programs: Provide day-to-day administrative leadership for all aspects of the 7 million in sponsored research operations for the department. This includes pre-award processing, budget preparation, grant submission, post-award grant management and financial operations. Assure faculty fulfillment of all obligations and responsibilities in sponsored research including complete compliance with all applicable federal and state regulations and laws. Collaborate with the chair and faculty in order to enhance sponsored research grant programs. Ensure monthly financial reports for individual faculty with research grants and/or programs are accurate and distributed to the faculty. Develop and negotiate contracts and budgets with non-federal sponsors for proposed research grants. Assist the chair and faculty with commercial ventures and their relationships to the university and the School of Medicine. (15%)
  • Strategic Operations: Provide financial and administrative leadership to the department working closely with the chair 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. (15%)
  • Supervision/Administrative Operations: Hire, train and supervise activities of departmental 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. (15%)
  • Human Resources: Oversee and manage the human resource activities for the department. This includes the resolution of operational issues, design, maintenance and implementation of any changes, establishing standards and procedures adhering to university policies. Approve and ensure timely submission of personnel documents, including performance/merit evaluations and compensation requests. Liaise with the School of Medicine human resources manager to manage employee relations matters within the department; this may include conflict management, performance management, reorganization requests, etc. Identify training needs and programs. Serve as the primary contact for the School of Medicine Office of Faculty Affairs and Human Resources, the central department of Human Resources and other School of Medicine and university administrative offices. (10%)
  • Education: Develop long range educational proforma and associated operational plans with the chair and graduate program director(s). Collaborate with the School of Medicine Office of Enrollment Management to establish targeted enrollment for graduate and PhD programs, monitor student enrollment, ensure educational outcomes are monitored so that student outcomes are maximized and assist in the planning and implementation of new programs and/or enhancements to existing programs. Ensure undergraduate program and graduate programs revenues are allocated appropriately. (10%)

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    NONESSENTIAL FUNCTIONS

  • 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 School of Medicine metrics. Produce and maintain space inventories and maintain university equipment inventories. Facilitate major equipment purchases and installations. (5%)
  • Perform other duties as assigned. (5%)

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    CONTACTS

    Department: Daily to weekly contact: chair and/or vice chair of research, faculty and support staff for operational needs.

    University/School: Regular contact with School of Medicine Finance and Planning Office, Office of Sponsored Research, School of Medicine Office of Research Administration, School of Medicine Office Grants and Contracts, Office of Faculty Affairs and Human Resources, School of Medicine Development office and the university’s Department of Human Resources and office of Procurement and Distribution; Contact with the Office of General Counsel, the Student Employment office, School of Medicine Animal Resource Center and other department administrators as needed. Essential communication with all related university offices to ensure program operations including financial, human resource, research and training, space and safety compliance.

    External: Daily to weekly contact with grants management staff at the funding agencies including but not limited to the National Institutes of Health and other government agencies; grant administrators at pharmaceutical companies and other institutions of higher learning for collaborative research and education programs, various offices of research administration at collaborating institutions, vendors, donors and others.

    Students: Regular contact with student employees and students enrolled in university programs for advising or to assign work responsibilities.

     

    SUPERVISORY RESPONSIBILITY

    Supervise Grants Manager, Department Administrator, and Specialist 1. Assure annual reviews are administered within university policies for all research staff supervised by faculty.
     

    QUALIFICATIONS

    Experience: Minimum of 8 years of meaningful related experience. Experience in federal grant management is a plus.

    Education: Bachelor’s degree required. Master’s degree with concentration in the field of management, accounting and/or finance 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.
  • Professional and effective oral and written communication skills; strong writing and editing skills, must demonstrate the ability to effectively and accurately relay information.
  • 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.
  • Ability to work effectively independently and collaboratively within a team; must be highly motivated, responsible, dependable and a self-starter.
  • Excellent problem solving skills; must demonstrate sound judgement and effective decision making; ability to identify and implement alternative resolutions and strategies; effective conflict management skills.
  • Ability to work with sensitive information and maintain confidentiality.
  • 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.
  • 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 Uniform Guidance regarding sponsored research reporting and costing 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.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors and customers face to face.

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    WORKING CONDITIONS

    Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. No exposure to chemicals.

    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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