Associate Director Finance

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 $65,779 and $83,210, 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 Associate Director provides strategic financial and administrative leadership for the financial management, reporting, and administrative coordination supporting the Office of the Provost and its affiliated departments, serving as a key advisor to divisional leadership on budgeting, forecasting, resource allocation, compliance, and operational effectiveness. The position directs a complex portfolio of financial, administrative, and reporting functions and operates with a high degree of independence, discretion, and professional judgment. This role advances long-range financial planning, strengthens internal controls, improves business processes, and drives data-informed decision-making across a broad and diverse set of departments. The associate director evaluates financial trends, develops forecasts and scenario analyses, identifies strategic opportunities and risks, and recommends actions that support fiscal sustainability and institutional priorities. In addition to direct responsibility for complex financial operations, the position serves as a key partner to departmental leaders, research partners, and central administrative offices to ensure alignment with institutional policy, regulatory requirements, best practices, and process improvement. The Associate Director directly supervises one Financial Manager (Accountant 2) and provides leadership, coaching, performance oversight, and development.

ESSENTIAL FUNCTIONS

• Manager Student Group Agency Financials. Lead the administration and oversight of Student Group Agency (AGY) financial operations. Establish, implement, and maintain financial structures and controls supporting student activity fund allocations and reimbursements, including Undergraduate Student Activity Fees, Graduate Student Council Fees, and student group funds totaling more than $4 million. Serve as the subject matter expert for CampusGroups and student agency financial operations. Administer and maintain the Student corporate defined expense program in coordination with the Travel Office to support student purchases and related transactions. Configure and maintain budgets and provide system administration support for student group financial management. Coordinate with University Technology (UTech) to ensure the accurate processing, recording, and reconciliation of financial transactions within university financial systems. Review, approve and reconcile transactions across multiple systems to resolve discrepancies and protect fiscal year-end integrity. Develop and maintain system documentation, training resources, and procedural guidance for student finance officers. Deliver training on financial processes and compliance requirements to support accurate transaction processing. Provide guidance to student groups across the university to ensure proper financial processing, compliance, and accounting practices. Prepare and distribute routine and ad hoc financial reports to internal stakeholders. Participate in the student group creation and maintenance process, including facilitation of new AGY speedtype requests with General Accounting. Recommend opportunities to enhance CampusGroups financial operations, service delivery, and related processes. (40%)
• Oversee budget planning, financial analysis, and operations. Direct the annual budget development process and ongoing financial management for multiple departments, including larger and more complex units within the portfolio. Partner with departmental directors to translate strategic priorities and operational objectives into budgets, forecasts, and financial plans. Develop and maintain financial tracking tools and reporting systems that support trend analysis, scenario planning, and decision support. Identify spending patterns, operational risks, and budget variances; recommend and implement corrective actions and resource optimization strategies. Prepare financial statements, quarterly forecasts, and recurring and ad hoc financial reports for leadership review. Oversee financial corrections, journal entries, and investigations of discrepancies to resolve account-related issues and maintain accurate records. Assess the effectiveness of reporting structures and business processes and develop enhanced tools and procedures as needed. Responsible for operating, agency, sponsored program, and endowment funding totaling more than $144 million across approximately 2,900 accounts. Ensure compliance with applicable federal regulations, grant requirements, internal policies, and institutional standards. Conduct financial research, cost analysis, and specialized reporting in support of leadership decision-making. Identify internal control weaknesses and recommend process improvements. Resolve financial and operational issues in collaboration with the offices of Research and Technology Management, Budget, and Controller. Support divisional procurement card compliance and reconciliation processes. Develop financial scenarios and forecasts to support long-range planning and strategic resource allocation. Assist leadership in evaluating financial assumptions, business impacts, and investment priorities. Prepare executive summaries, management reports, and decision-support materials for leadership review. Design and implement process improvements that strengthen efficiency, accountability, and internal controls. Oversee administrative workflows as needed to ensure accurate, timely, and compliant business operations. (40%)
• Manage grants. Provide strategic oversight of sponsored programs for the Office of the Provost, including Student Affairs and Financial Aid. For larger proposals and multidisciplinary submissions, provide end-to-end grant support, including proposal development and approval, budget preparation, document review, annual reporting, and final closeout. Direct principal investigators to ensure compliance with grant terms and conditions and to provide financial oversight and guidance throughout the award lifecycle. Coordinate with internal university offices to prepare and submit financial reports to granting agencies, donors, and internal stakeholders. Perform financial analysis and reporting on sponsored accounts and programs as needed. Guide departments on grants-related policies, procedures, documentation, and workflows, while serving as a liaison with the office of Research Administration Pre-Award and Post-Award (Grants Accounting). Serve as the institutional subject matter expert for Sparta, the universitys grants management system, and ensure training and support is provided to departmental users. Manage and oversee the effort reporting process. Review grant activity for trends, variances, and compliance risks, and recommend corrective actions as needed. Support principal investigators and department leaders in evaluating award budgets, forecasting expenditures, and monitoring sponsored program performance. Partner with research administration and internal stakeholders to improve sponsored project processes, reporting, and compliance. (17%)

NONESSENTIAL FUNCTIONS

• Provide policy and process training. Develop and deliver communications and training to support evolving financial and administrative policies and procedures. Create training materials, guidance documents, and communications to keep staff informed of policy, procedural, and process updates. Promote consistency, compliance, and operational effectiveness across departments. Assist in the development and refinement of financial and administrative policies and standard operating procedures. (2%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Daily interaction with the Director of Finance and the Provost finance team. Regular engagement with business managers and departmental staff to maintain workflow, address operational issues, and support continuous improvement. Frequent coordination with departmental leadership on financial planning, forecasting, and reporting priorities.

University: Frequent collaboration with staff in the Controllers Office, Budget Office, General Accounting, Procurement, Travel, Financial Aid, University Technology (UTech), Student Employment, Office of Research and Technology Management (ORTM), and Development. Regular partnership with internal stakeholders to support compliance, process improvement, and strategic financial initiatives.

External: Infrequent contact with vendors and contractors to monitor contract compliance and project progress. Periodic contact with sponsored project sponsors to assist with grant proposal submission and financial oversight. Occasional coordination with external partners to support reporting, compliance, and sponsored program administration.

Students: Regular communication with students to provide information, troubleshoot issues, and support accurate financial processing. Provide guidance to student leaders and agency users on financial procedures and compliance expectations.

SUPERVISORY RESPONSIBILITIES

Directly supervise one Financial Manager (Accountant 2) position. Provide ongoing performance feedback, coaching, and annual evaluations. Support staff development, accountability, and operational excellence through clear direction and collaborative problem-solving.

QUALIFICATIONS

Experience: 8 or more years of progressively responsible experience in budgeting, financial planning, financial analysis, and business operations with increasing leadership responsibility required. Experience in a nonprofit, higher education, or similarly complex institutional environment preferred. Experience leading process improvement, reporting, and administrative oversight across multiple stakeholders strongly preferred.

Education: Bachelors degree required, preferably in Accounting, Finance, Business Administration, or a related field. Advanced education or specialized training in finance, accounting, or management preferred.

REQUIRED SKILLS

• Strong knowledge of accounting principles, financial management, and financial analysis.
• Excellent written, oral, and interpersonal communication skills.
• Demonstrated ability to work effectively with diverse stakeholders across multiple departments and organizational levels.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
• Ability to work independently and collaboratively in a team-oriented environment.
• High level of professionalism, discretion, judgment, and integrity.
• Ability to perform effectively in a dynamic, fast-paced environment with changing priorities and deadlines.
• Advanced proficiency in Microsoft Excel, including financial modeling, forecasting, reconciliation, and budget development.
• Intermediate to advanced proficiency in Microsoft Word and PowerPoint.
• Strong analytical and problem-solving skills.
• Demonstrated ability to maintain confidentiality of sensitive financial and personnel information.
• Experience with enterprise financial systems; PeopleSoft Financials preferred.
• Ability to meet consistent attendance requirements and sustain reliable performance.
• Demonstrated experience supporting and advocating for students in alignment with the mission, values, and policies of the university.
• Willingness to learn and work with artificial intelligence tools and technologies.
• Ability to demonstrate 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 interact effectively with colleagues, supervisors, and customers in person.
• Ability to analyze financial trends, identify strategic opportunities, and recommend process improvements.
• Ability to advance leadership decision-making through reporting, forecasting, and financial scenario analysis.
• Ability to coordinate cross-functional administrative and financial processes across multiple stakeholders.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate 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

General office working environment. May require occasional overtime, peak-period deadline support, and cross-functional coordination across multiple offices.

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.

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