Administrative Operations Analyst

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 $49,257 and $62,311, 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

Functioning as a contributing member of the Administrative Research Operations team, the Administrative Operations Analyst will be responsible for contributing to the departmental budgeting, monitoring, and forecasting for all School of Medicine departments in the Administrative Research Operations The Operations Analyst ensures the proper recording of financial transactions relating to the operating, endowment, and discretionary accounts in conjunction with external (NIH, etc.) and internal policies for the School of Medicine. The operations analyst also plays a key role in assisting the Administrative Research Operations grants management team to accurately and consistently prepare annual Research & Training budgets for all Administrative Research Operations departments. The operations analyst will work with the Senior Director to assess funds flow activity and invoicing between Administrative Research Operations departments and all affiliate hospitals. The operations analyst will be involved in the day-to-day operations of the Administrative Research Operations team.

ESSENTIAL FUNCTIONS

• Responsible for management and monitoring of annual operating budgets for a group of SOM departments representing $4-6M in annual operating expenses. Serve as a resource to the departments on operating/endowment/discretionary budgeting and forecasting matters. Prepare monthly expense projection/forecast models for departments. Develop expertise in the operations of departments and coordinate coverage in the temporary loss of ARO staffing. (25%)
• Review financial portfolios (operating accounts, endowments, faculty startup/retention packages) across assigned School of Medicine departments and identify trends and variances that will be useful to ARO and SOM Leadership. Monitor finances for administrative departments and update monthly reports for each of the departments. Participate/lead in monthly forecast meetings with key department administrators for assigned areas. (25%)
• Authorize operating/endowment/discretionary transactions and financial activity of assigned departments, including salary and non-salary charges. Review and coordinate affiliate hospital pay changes between CWRU and UH for dually employed faculty for accuracy. (15%)
• Create invoices for quarterly billings to external affiliated hospitals for operating cross-charges and ensure that they contain complete and accurate information for joint research investments (JLSC), salary crossbills, etc. Maintain database records and ensure efficient design to track joint research investments with affiliate hospitals and departmental or SOM financial commitments to assist with budgeting and forecasting. Create efficiencies and new reports to aid in decision making by senior management. (15%)
• Assist grants management team with accurately and consistently preparing annual Research & Training budgets for all Administrative Research Operations departments through review and analysis of departmental R&T data extracted from various internal systems. Create Administrative Research Operations dashboards through extraction, interpretation, and analysis of data from internal systems (FIN, Tableau, PBCS). (15%)

NONESSENTIAL FUNCTIONS

Perform special projects/other duties as assigned (5%)

CONTACTS.

Department: Contact with Senior Director, Director, and Managers in ARO, as well as full Administrative Research Operations team staff.

University: Contact with the School of Medicine Finance and Planning and central Budget and Planning Offices, Associate Dean for Administrative Operations, and Administrative Research Operations departmental chairs/faculty, as appropriate.

External: Contact with affiliated hospitals, practice plan administrators, and peers from other institutions.

Students: Little or no contact with students.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility.

QUALIFICATIONS

Experience: 2 or more years of progressive experience in a related field required; experience in an academic and/or medical center environment preferred; experience with fund accounting desired; project management experience preferred.

Education: Bachelors degree in accounting, finance, business or related field required.

REQUIRED SKILLS

• Knowledge of financial management, analysis, budgeting, and reporting skills.
• Effective communicator. Ability to work independently and as part of a team.
• Excellent organizational skills. Detailed oriented.
• High degree of professionalism and discretion.
• Proven solid decision-making skills. Sound analytical reasoning.
• Self-starter. Customer service oriented.
• Working knowledge of Microsoft Office programs with advanced skills in Excel. Familiarity with ERP system value flows (Peoplesoft) including queries is a plus. Knowledge and familiarity of database design and prior experiences with SQL coding is preferred.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Normal office work environment.

Hybrid Eligibility

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.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

.