Operations Manager for Adaptive Behavior Cluster, Applied Bio-robotics

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 with a high degree of independence and under general direction, the Operations Manager will manage the administrative, business and operational activities of the Applied Bio-robotics Lab and key projects and collaborations. The Operations Manager will report to the Faculty Director and lead the budgeting and forecasting processes, combining work done by the team into complete reports and proposals, produce professional-quality materials for outreach and dissemination, and other coordinating activities as assigned. This person will manage the reporting and administrative functions of associated major projects, including major awards and industry-sponsored projects. The Operations Manager acts as the administrative point of contact for these major projects and activities. The Operations Manager will work closely with internal collaborators, especially the seventeen faculty in the Adaptive Behavior / Neurorobotics research cluster, on special projects and initiatives, including large interdisciplinary grants, as well as external collaborators in industry and government. The Operations Manager will empower our group to build ongoing and new collaborations between Biologists, Mechanical Engineers, Electrical Engineers, Mathematicians, Sociologists, Civil Engineers, Computer Scientists and other researchers on and off campus by helping support meeting deadlines, generate quality documents, and facilitating cross-disciplinary opportunities.

CWRU has an organic history of developing effective interdisciplinary projects between engineers and biologists. In the Case School of Arts and Sciences, our biology department provides foundations for new understanding nervous systems that lead to new healthcare technology of via partnerships with many local hospitals (Cleveland Clinic, University Hospitals, Louis Stokes Cleveland VA Medical Center, and Metro Health). As one of first universities to offer a degree in Biomedical Engineering, the Case School of Engineering has a history of partnering to create medical devices and tools, applying bio-inspired design and materials in new ways to solve problems in healthcare. Increasingly, bio-inspiration has applications beyond healthcare, especially in understanding intelligence. The lab seeks even deeper understanding of how animals¿ nervous systems enable adaptive behaviors and to invent new ways to embody these adaptive behaviors to enable robots to solve societal-scale problems, especially in environmental, infrastructure and government.

ESSENTIAL FUNCTIONS

• Manage Sponsored Research Projects. Support investigators on major projects to deliver project outcomes on time, on budget and with the results expected by the grant-funding agency. Help facilitate continuity of funding by focusing investigators on technical delivery and by providing exemplary financial and administrative management of the projects, in concert with the department research administrators. Track and manage schedules proactively by being familiar with the research goals and progress on those goals and managing the schedule of post-award reporting to ensure key dates are met and reporting is as expected by the funding agency. Develop, implement, and conduct project management processes and procedures including but not limited to scheduling, financial planning, reporting, forecasting, billing, due diligence, and modeling. Work interdepartmentally by coordinating efforts and reporting with the deans office Research Administration team and the universitys Research and Technology Management team. Support the development of a strong platform for project management sections of awards that can be used as a boiler plate for proposals. Engage faculty and students, as well as research and administrative staff in projects as appropriate. Document best practices. Act as point of contact for information requests from university, government, and potential collaborators. (30%)
• Manage Financials. Develop and update forecasting spreadsheets and long-range financial models so that team members can make effective resource allocation decisions and communicate promptly with university and sponsor funders. In conjunction with the Associate Dean for Finance and Administration, identify key financial tools required for business decision support. Lead the development and management of the support tools in partnership with stakeholders. Integrate new decision support tools with existing processes, tools, and analysis. Foster a culture of continuous improvement by soliciting input from all faculty and researchers on continuing team needs and promote responsible financial practices by ensuring financial resources are spent accurately and without duplication for short term and long-term needs. Oversee all procurement, reimbursement, and invoicing in coordination with others at the university. Develop and maintain a calendar of financial processes, activities, and deliverables. Coordinate information requests, analysis, and review to ensure timely and quality submission of major deliverables and requirements. Strategically prioritize major awards and manage these awards in collaboration with the principal investigator. (30%)
• Manage Primary Research Group Operations. Coordinate relocation into the Interdisciplinary Science and Education Building (ISEB) space and establish cross-disciplinary (Biology/Robotics) lab organization. Participate in school strategy discussions in conjunction with the Case School of Engineering Deans office, including the Associate Dean for Finance and Administration, to develop and improve strategic approaches for discretionary spending and processes for sharing tools and space. Develop and maintain an administrative calendar for regular processes, forecasting, and onboarding of team members. Coordinate supply purchasing, location reservation, access clearances, and space set up, coordinate packing lists, scheduling and communication on timelines and plans for events, special experiments, demonstration days, and other group activities. (25%)
• Support and Coordinate Business Development for Lab Growth. Coordinate with the Universitys Corporate Engagement Center in their efforts to create and maintain relationships with potential industry partners by offering technical feedback and responding timely to opportunities. Work with relevant University offices to proactively coordinate, complete, and comply with non-disclosure agreements (NDAs), sponsored research agreements, service agreements, and legal contracts through those respective offices in support of the principal investigator for the major awards. Serve as liaison to the CWRU Office of Technology Transfer regarding any major grants and ensure tech transfer and licensing arrangements are appropriately communicated and managed. Provide administrative assistance to the principal investigators, including but not limited to website management, recruiting and registering new students, developing marketing materials, and overall promotion of the lab. Support incoming researchers (e.g. new grad students, undergraduates, perspectives) by helping them connect to team. (10%)

NONESSENTIAL FUNCTIONS

• Communicate with stakeholders and relevant parties via all available media regarding major projects. Contribute to messaging and marketing including at major energy conferences, relevant meetings, web sites, and associated events. Inform key governmental, corporate, and academic stakeholders about the projects¿ research, progress, and accomplishments. (1%)
• Assist with team members on regular processes (proofread paper drafts in Overleaf, organize files on drive, formatting revisions, scheduling committee meetings, regular safety training). (1%)
• Update mailing lists and other communication channels when milestones are met, new students join, new papers are published, or other media updates. (1%)
• Assist with recruiting, hiring, and evaluation of new team members and participates in the recruitment process for filling vacant positions at all other levels in the organization. (1%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Contact as needed with research faculty, staff, students, and postdocs.

University: Regular contact with staff in various central administrative offices such as University

Relations, Office of Sponsored Projects Administration, Financial Administration, Controller, Grants Accounting, Purchasing, Payroll, Human Resources, Facilities, and CWRU Technology Transfer Office. Regular contact with faculty and staff in other CWRU schools.

External: Regular contact with academic partner faculty, facilities, and administrative staff in a reporting context. Regular contact with local, regional, and state agencies and organizations to report on financial matters. Regular contact with various external stakeholders, including company executives and donors.

Students: Responsibility for oversight of student interns and student employees including payroll and performance evaluations.

SUPERVISORY RESPONSIBILITY

Supervision of CWRU student interns, student employees, temporary staff and funded visiting fellows.

QUALIFICATIONS

Experience: 5 or more years of experience in program management, research management, and/or experience with finance and operations in public and/or private organizations.

Education: Bachelors degree required. Masters degree preferred.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa.

REQUIRED SKILLS

• Proven organizational, administrative, and interpersonal skills, including the ability to interact on a professional level with faculty, staff, representatives from government, industry, and the community required.
• Strong analytical, project, and budget management skills and experience.
• Resourceful self-starter with a team-centric commitment willing to work in a team environment with the ability assume responsibility and act independently when appropriate
• Strong organizational, planning and execution skills. Able to manage complex information and processes in a timely and logical manner.
• Strong communication, presentation, and writing skills. Capable of explaining financial details but can articulate high level conclusions. Strong financial and accounting acumen.
• Able to prioritize and work on strict timelines while remaining attentive to detail required.
• Flexible, innovative, and creative problem solver able to work effectively across departments and maintain productive relationships both in person and remotely.
• Excellent ability to convey organizational plans and project developments in writing and documents.
• Experienced and effective with proposal management, grants administration, and federal and/or state reporting.
• Proficient in Excel and other financial spreadsheet and database tools.
• Experience with process improvement techniques and strategies.
• Ability to quickly learn and adapt to CWRU financial and accounting policies, practices, systems, and reports preferred.
• Content knowledge of robotics, neurobiology, bio-inspired artificial intelligence, biomimickry, or new applications for robotics is preferred. Examples include automation, energy infrastructure, or laboratory experience.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• 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.
• Willingness to learn and utilize Artificial Intelligence (AI).

WORKING CONDITIONS

General work environment that includes normal office activities, speaking engagements, faculty meetings. Travel as needed for meetings, workshops, conferences, and other university business.

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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