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 $56,395 and $71,340, 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
Working under minimal supervision, the Business Manager will serve as chief financial advisor to the Chair and administrative supervisor for the Biology department, one of the largest and most complex departments within the College of Arts and Sciences. The business manager will collaborate with the chair to establish department policies and procedures, assist the chair with the daily operations of the department, serve as the non-academic leader and financial officer for the department, participate with the chair to implement departmental strategic planning and carry out the administrative functions of that plan. The business manager will support the teaching, research and administrative needs of the department to achieve its mission of excellence, and act as the departmental liaison to the College of Arts and Sciences¿ Office of Administration and Budget.
ESSENTIAL FUNCTIONS
- Manage the development and direct the implementation of administrative goals, objectives, policies, procedures, priorities and work standards for the department. Direct performance of the administrative operations, including direct supervision of three staff members; allocate job assignments, establish deadlines and priorities. Help lead weekly staff meetings with department chair. Oversee administration of graduate program, information management, employee relations (including functioning as department ombudsperson), staff planning of multiple annual events and a weekly seminar series, and safety and training. Develop and prepare reports and analyses to support the planning process and to monitor implementation. Ensure records are maintained in accordance with university policies and federal labor-related regulations, advising employees of benefits, including learning and development opportunities, Employee Assistance Program (EAP), leave of absence, etc. Listen to, consider, and act upon employee suggestions for the betterment of the department and to help motivate employees and increase morale. (20%)
- Serve as the department¿s technical expert and advisor on sponsored research administration, providing pre- and post-award support for federal and non-federal sponsored projects. Coordinate proposal development and submission, including preparation and review of budgets, budget justifications, sponsor documentation, and entry of proposal components into the university¿s grant management system. Review proposals and budgets for accuracy, completeness, and compliance with college, university, and sponsor requirements prior to departmental approval. Oversee the financial and administrative management of sponsored projects throughout the award lifecycle. Advise faculty and departmental leadership on expenditures, budget projections, allowable costs, rebudgeting, and financial planning. Monitor grant accounts, forecast expenditures, identify financial or compliance concerns, and recommend corrective actions. Ensure timely sponsor and institutional reporting and compliance with applicable regulations, award terms, and university policies. Maintain required documentation and internal controls; prepare for and participate in audits, reconcile discrepancies, and address findings. Serve as liaison among faculty, departmental leadership, central research administration, finance, and other university offices to support effective and compliant sponsored project management. (25%)
- Develop the annual budget and monitor the department¿s performance in meeting the budget. Prepare operating forecast and monthly reports of expenditures of the department¿s operating budget, endowments, and other funds. Prepare for and participate in monthly meetings with the chair and the Facilities, Equipment and Safety coordinator to review spending and department needs as a part of cost control and monitoring. 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. Work with the chair and new faculty with start-up budgets; provide personnel information; maintain and reconcile start-up accounts. Monitor internal and external environment as it relates to department operations to anticipate and adapt significant changes. Prepare, maintain, and share with the College of Arts and Sciences Dean¿s Office a forecast of major expenses anticipated in the next 3 years, such as service contracts or replacement of major equipment. Define and evaluate strategic alternatives through the development of financial models and reports, providing recommendations of the course of action. (25%)
- Oversee all purchases and expenditures from department budgets and faculty research grants. Authorize and/or initiate departmental expenditures of all types, monitoring all PCard activity within the department. Authority to approve purchases up to $5,000. Advise the department chair on expenditures above $5,000. Authorize travel advances, travel reimbursements, other reimbursements and non-PCard purchase requisitions. Reconcile monthly PCard transactions. Process monthly billing through iLab for bio[box] instrumentation facility. (10%)
- Manage the appointment and reappointment process for faculty, lecturers, visitors, research personnel and graduate students. Direct the hiring process for all staff personnel and postdoctoral appointments, including those in department research laboratories; assist in preparation of job descriptions, salary determinations. Maintain files and process requests regarding personnel and student appointments. Maintain and disseminate accurate internal guidelines for hiring undergraduate research assistants and undergraduate teaching assistants (typically over 70 students per year), and coordinate with faculty to ensure that undergraduate hours are approved on time. (10%)
NONESSENTIAL FUNCTIONS
- Attend department, college and university meetings representing the department. (2%)
- Maintain up-to-date and accurate knowledge and understanding of the university and college¿s human resources practices; research administration and grant application award policies and practices; and financial planning policies, procedures and practices. Ensure all information and prepared documents are accurate, complete, meet the requirements of the college/university and are submitted in a timely manner. Ensure effective communication and collaboration between the department and other offices at the university. (4%)
- Oversee the submission of effort distribution for faculty, senior staff and graduate students, and time approval for non-exempt staff and students. Review effort certifications reports and ensure certifications are timely and accurate. (4%)
- Perform other duties as assigned. (<1%)
CONTACTS
Department: Continuous contact with chair, faculty, staff, and students. Consult regularly with the chair and other staff members to provide a stable and cooperative department.
University: Continuous contact with Case Western Reserve University entities including the College of Arts and Sciences Administration and Finance, the Office of Research and Technology Management, Human Resources, Payroll, Graduate Studies, Office of the Controller, various Case Western Reserve University departments, and others. Occasional contact with administrators from other management centers for collaborative proposal submissions.
External: Occasional contact with faculty and staff from other universities, grant agency personnel, visitors and guests to Case Western Reserve University to exchange information.
Students: Continuous contact with a varied group of students to exchange information.
SUPERVISORY RESPONSIBILITY
Direct supervisory responsibility to three support staff: 2 Department Coordinators, and 1 Department Assistant 2.
QUALIFICATIONS
Experience: 7 or more years of related administrative experience required. Experience in accounting and staff supervision required; experience in grants administration preferred. Strong knowledge of federal and non-federal sponsored research regulations and demonstrated ability to interpret and apply sponsor, institutional, and regulatory requirements throughout the pre- and post-award lifecycle. Proficiency with electronic proposal submission and grant management systems, with the ability to accurately enter, review, monitor, and maintain sponsored project information.
Education: Bachelor¿s degree required, preferably in business, accounting, human resources or related field. Masters degree and professional research administration certification (CRA, CPRA, or CFRA) preferred.
REQUIRED SKILLS
- High degree of follow up, organization, discretion, professionalism, and accuracy.
- Exhibit a high level of initiative and possess the ability to work independently.
- Strong interpersonal skills as well as strong organization and management skills.
- Strong verbal and written communication skills.
- Computer literacy and familiarity with Microsoft Office, Google Suite, PeopleSoft, and Case Western Reserve University systems.
- Willingness to learn and adapt to new people, unpredictable situations and changes to management systems as they occur.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors, and customers face to face.
- 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.
WORKING CONDITIONS
General office working 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.
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