Finance and Research Operations Manager

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

Working with a high degree of independence and under minimal direction, the Finance and Research Manager will be a central position in the administrative structure for the PQHS Operations team, a dynamic, hybrid, research-intensive team with approximately 15 million dollars in research expenditures each year. The manager will have the responsibility for organizing complex tasks; providing leadership, advice, and guidance regarding financial and administrative policies and procedures; preparing and distributing analytical reports; and overseeing the financial analysis of over 200 research grants, advising faculty to assure projects are managed as they were proposed to funding agencies. The manager will oversee the work of the grants team and work closely with all members of the administrative team to ensure financial operations are in full compliance with university and funding agency regulations.

ESSENTIAL FUNCTIONS

• Financial Management: Responsible for all aspects of fiscal management, including prospective analysis of funding sources and developing pro-forma financial statements. Meet regularly with the Director of Administrative Operations to review performance matrices. Oversee and work with the grants team to prepare monthly financial reports for individual faculty with basic and/or clinical research grants and/or programs and 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. Authority to accomplish objectives within basic guidelines and policies. (20%)
• Sponsored Programs: Provide day-to-day leadership for administrative specialists and for all aspects of sponsored research operations for assigned departments. This includes pre-award processing, budget preparation, grant submission, post-award grant management and financial oversight. Assure faculty fulfillment of all obligations and responsibilities in sponsored research, including complete compliance with all federal and state regulations and laws. Investigate allegations of fraud and financial compliance issues using available resources, such as sponsor regulations, university policies and procedures, and the network of informed individuals, such as the principal investigator, departmental or research administrator, business manager, chair or dean. Collaborate with the grants team and faculty to enhance sponsored research grant programs. This includes seeking funding opportunities and guidance in application processes. Function as a technical resource and advisor to faculty and staff regarding financial and regulatory issues. Provide leadership, advice, and guidance regarding financial and administrative policies and procedures. Serve as department expert on university policies and procedures and the policies and procedures of outside funding agencies. (20%)
• Strategic Operations: Provide financial leadership and operational analytics to the department working closely with the chair and Administrative Director 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, developing, and monitoring the 3-to-5-year financial plan, monitoring progress towards goals, and ensuring efficient operation of the department. Extract data from various resources to perform analyses and develop statistical reporting on financial data. Analyze trends, costs, revenues, financial commitments, and obligations incurred to predict future expenditures. Monitor performance and identify opportunities for continuous improvement through data analysis. (15%)
• Data Analytics and Reporting: Responsible for the development and support of strategic reports, metrics, and dashboards, visual and advanced analytics, and financial recommendations. Design, create, and manage strategic metrics collection and reporting processes. Lead the development and management of support tools in partnership with stakeholders. Integrate new decision support tools with existing processes, tools, and analysis. Prepare custom analytical reports and detailed analyses for the chair. Recommend, develop, and implement changes to department policies and practices based on analysis of the data. Oversee the productivity analysis for over 100 faculty using custom reports and synthesize the data into decision-making plans of action. Complete the annual reporting directly with the chair for the CWRU/UH dean and leadership committees and assess overall contribution metrics as designed by the chair. External Reporting: Use data analytics to support all aspects of external reporting requirements and compliance, including NIH, NSF, Department of Defense, endowed donors, and Foundations. (15%)
• 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. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances, and recommend courses of action. Recommend, develop, and implement changes to department policies and practices. Exercise judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provide priority setting and workflow analysis. (10%)
• Oversee and manage human resource activities for a grant manager. This includes resolution of operational issues, design, maintenance, and implementation of any changes establishing standards and procedures adhering to university policies. Hire, train, and supervise activities of grant managers, providing policy direction and performance/merit reviews. Conduct weekly meetings with direct reports and other members of the Center for Global Health 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. Be primary contact for central administrative offices. Conduct regular audits of expenditures from all funded and unfunded sources to ensure compliance and to safeguard university resources. (10%)

NONESSENTIAL FUNCTIONS

• Maintain space inventories for assigned divisions. Provide faculty productivity analysis to the chair and director on an annual basis. (5%)
• Provide coverage for administrative specialists when necessary to ensure all activities meet deadlines. (1%)
• Have a complete understanding of university financial, HCM, and proposal routing systems to be able to complete the tasks assigned to staff, if needed. (1%)
• Provide back up as needed for all staff functions. Support space planning analytics as needed. (1%)
• Maintain professional affiliations to enhance professional growth and remain current on the latest trends and regulations in sponsored research and financial reporting. (1%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Daily to weekly contact with staff, faculty, and chair, research support staff to provide guidance and exchange information.

University: Daily to weekly contact with faculty and staff in assigned departments, SOM Finance and Planning office; director and staff in the Office of Sponsored Research, director and staff in the SOM Research office; director and staff in the office of Faculty Affairs, Human Resources, and Grants Accounting; Purchasing and Accounts Payable; SOM Development office; General Counsels office; Student Employment office, and department administrators to support collaborative efforts.

External: Daily to weekly contact with: UHCMC senior level administration and finance managers, Cost & Budget department, General Accounting office, Research Management offices; National Institutes of Health and other government agencies; grant administrators at foundations and other institutions of higher learning; various offices of Research Administration within and outside of USA; vendors; physicians to support collaborative efforts.

Students: Daily to weekly contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

Directly supervise 2 department grant managers

QUALIFICATIONS

Experience: 6 years of experience required.

Education: Bachelors degree required.

REQUIRED SKILLS

• Strong interpersonal skills: ability to work and communicate with various individuals from a broad spectrum of disciplines and technical and educational backgrounds within the department, school, and university, and with individuals outside the university; ability to work and communicate with various individuals within and external to the university.
• Professional and effective oral and written communication skills.
• 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.
• 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.
• 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 timelines.
• 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, and Oracle financial system applications.
• 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.
• Willingness to learn and utilize Artificial Intelligence (AI).

WORKING CONDITIONS

Standard office 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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