A strong internal candidate has been identified.

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $71,041 and $89,867, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

The Director of Administrative Operations is responsible for the management of the overall finance and business operations for the Department of Genetics and Genome Sciences, one of the largest research departments in the Case Western Reserve University School of Medicine with over $17 million in annual research expenditures. The department is also home to the Research Institute for Children's Health, Institute of Glia Sciences, and the Center for Human Genetics, our affiliate department at University Hospitals Cleveland Medical Center. 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, 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 director's responsibilities are directly related to the vision of the school of medicine, and therefore, this position will also report to the Assistant 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

1. 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 includes 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. Verify linkages between the budget and strategic planning objectives. Work closely with chair on strategic planning initiatives. 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. Serve as a technical resource and advisor on financial and regulatory issues to chair, faculty and staff. 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 budget. 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. Identify risks and respond accordingly. Provide priority setting and workflow analysis. (20%)
2. Sponsored Programs: Provide day-to-day administrative leadership for all aspects of 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. Investigate allegations of fraud and financial compliance questions/issues using available resources such as sponsor regulations, Case Western Reserve 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. Assist the chair and faculty with commercial ventures and their relationships to the university and the school of medicine. Manage the alternate financial structures and financing posed by commercialization of discoveries including federal programs for small business and biomedical startups (SBIR/STTR), private donations, and venture capital investment programs. Oversee the reporting obligations to various oversight organizations. Ensure compliance with all federal regulations as outlined in A-21, A110 and A-133 to maintain all funding requirements, e.g., some funding agencies will not pay final invoices until technical reports are received. Ensure up to date IRB and IACUC protocols and continuous compliance with Case Western Reserve University and funding agency regulations . (20%)
3. 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. Develop annual budget and monitor performance against the business plan. Meet regularly with the department chair to review performance matrices. Collaborate with the chair and faculty in order to enhance sponsored research grant programs. This includes seeking funding opportunities and guidance in application processes. Ensure monthly financial reports for individual faculty with research grants and/or programs are accurate and distributed to the faculty. Approve and monitor expenditures. Analyze budget performance reports to track internal progress and forecast expense for remaining periods, providing financial guidance. Interpret and assess trends and formulate plans to balance expenditures. Develop cost control and monitoring programs. Monitor internal and external environment as it relates to department operations to anticipate and adapt significant changes. Define and evaluate strategic alternatives through the development of financial models and reports, providing recommendations on the course of action. Serve as a technical resource and advisor on financial and regulatory issues to chair, faculty and staff. Provide leadership, advice and guidance regarding financial and administrative policies and procedures. Serve as department expert on financial, administrative and outside funding agencies¿ policies and procedures. 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. (20%)
4. 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, appointment process for new faculty, lecturers, visitors and research staff, performance management/merit review, faculty tenure, staff development, leave administration and retirement and/or termination. Indirectly supervise all research and educational personal, approximately 80 staff. Approve and assure 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. (15%)
5. 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. (10%)

NONESSENTIAL FUNCTIONS

1. 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 (5%)
2. 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%)
3. 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%)
4. Maintain up to date knowledge of grants management requirements in particular those of major funding agencies and Case Western Reserve 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. (

CONTACTS

Department: Daily to weekly contact with the department chair and/or vice chair of research, faculty, and support staff for overall operations, day-to-day support, resolve issues and maintain workflow.

University/School: Regular contact with school of medicine Finance and Planning Office for forecasts and budgets, Office of Sponsored Research for post-award federal reporting, school of medicine Office of Research Administration for submissions, school of medicine Office Grants and Contracts, Office of Faculty Affairs and Human Resources for hiring and reviews, school of medicine Development office to explore funding opportunities, and the university's Department of Human Resources and office of Procurement and Distribution, Immigration Services to process visa applications (new/extension); Contact with the Office of General Counsel for student-related issues, the Student Employment office, school of medicine Animal Resource Center to ensure faculty compliance, and other department administrators as needed.

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/non-government agencies; grant administrators at pharmaceutical companies and other institutions of higher learning, various offices of Research Administration at collaborating institutions, vendors, donors and others as a part of medical science placement and recruitment .

Students: Regular contact with student employees for routine assigned tasks and to exchange information.

SUPERVISORY RESPONSIBILITY

Supervise all Genetics administrative staff, including 1 department assistant, 1 education assistant, 1 coordinator, 1 analyst programmer, and 2 grant specialists. Assure annual reviews are administered within university policies for all research staff supervised by faculty.

QUALIFICATIONS

Experience: Minimum of 10 years of meaningful related experience required. 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

1. 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.
2. Professional and effective oral and written communication skills; strong writing and editing skills, must demonstrate the ability to effectively and accurately relay information.
3. 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.
4. Effective management skills: ability to lead, train, work with and elicit cooperation from team members and staff.
5. Ability to work effectively independently and collaboratively within a team; must be highly motivated, responsible, dependable and a self-starter.
6. 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.
7. Ability to work with se