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Manager Admin Operations at

Manager Admin Operations

Cleveland, OH Full-Time

POSITION OBJECTIVE

Working with a high degree of independence, the Manager provides oversight for administrative operations and special projects for the department. The manager is responsible for providing key administrative, and operational leadership for activities supporting the chair’s goals. This includes but is not limited to fiscal management of selected operational, discretionary, endowment, training, and research funding portfolios within the department, research administration, data management, and program development. The manager shall be responsible for administering multiple multi-institutional and multi-disciplinary awards between Case Western Reserve University and affiliated hospitals (University Hospitals Cleveland Medical Center, Cleveland Clinic Lerner College of Medicine, Metro Health Medical Center, Louis Stokes Cleveland VA Medical Center). As the main contact for business concerns relating to the department, the manager is expected to maintain effective working relationships with many central offices, including but not limited to: Finance and Planning, Faculty Affairs, Grants and Contracts, Space and Planning, Graduate Studies, medical school Dean’s Office, Controller’s Office, Inclusion, Diversity and Equal Opportunity, Human Resources, Immigration, Budget, and Student Affairs.

ESSENTIAL FUNCTIONS

  1. Financial Management: Responsible for all aspects of fiscal management, including prospective analysis of funding sources, endowments, and development of pro-forma financial statements. Meet regularly with the department chair 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, establishing 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. Authority to accomplish objectives within basic guidelines and policies; only special problems are referred to the director or chair. (15%)
  2. Sponsored Programs: Provide day-to-day leadership for administrative specialists and responsible for all aspects of sponsored research operations the Chair’s laboratory. This includes pre-award processing, budget preparation, grant submission, post-award grant management and financial. 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 questions/ 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 on financial and regulatory issues to select faculty and staff. 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. (15%)
  3. 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 medical school. This would include participation in the strategic planning for the department, overseeing the fiscal health of the department across all missions, development, and monitoring of the 3- to 5-year financial plan, monitoring progress towards goals, and ensuring the efficient operations 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. Responsible for monitoring performance and identifying opportunities for continuous improvement through data analysis. (15%)
  4. Special Project Management: Project support at a national/international level involve the National Academy of Medicine, International Union of Physiological Sciences, two textbooks of Physiology, and various scientists and institutions around the world. At the regional level, projects include the NIH-funded Cleveland CREATE training network, including Co-Directorship of that grant. At the University/School level, special projects include the Interschool Quantitative Biosciences Program (IQBP); as well as those that emanate from the Dean’s Office and the Council of Basic Science Chairs, including interactions (as Executive Director of PhD Programs) with the Office of Graduate Studies at the School of Medicine. At the Departmental level, projects include oversight of the established MS in Medical Physiology Program (MSMP, with 175 matriculating students annually), and well as the developing Aerospace Physiology Graduate Program that will include a Certificate program as well as an MS program (MSAP). (15%)
  5. Data Analytics and Reporting: Responsible for the development and support of strategic reports, metrics and dashboards, visual and advanced analytics, and financial business 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 faculty using custom reports and synthesizing the data into decision-making plans of action. Complete the annual reporting directly with the chair & leadership committees, assess overall contribution metrics as designed by the chair. External Reporting: Use data analytics to support all aspects of external reporting requirements and compliance. (10%)
  6. 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. Receive assignments in the form of objectives with goals and the process by which to meet goals. Exercise judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provide priority setting and workflow analysis. (10%)
  7. Oversee and manage the human resources activities of the Chair’s Department Assistant. This includes resolution of operational issues, design, maintenance, and implementation of any changes establishing standards and procedures adhering to university policies, activities of grant onboarding of new laboratory personnel, including arrangements for safety training, familiarization with software, initiating all necessary paperwork, and addressing employee issues and concerns. Conduct weekly meetings with direct report and other members of administrative teams to review changes in funding, policies, and procedures, and to discuss operation issues. Assign or reassign administrative tasks as needed due to changes in funding levels or absences. Be the primary contact for central administrative offices. Conduct regular audits of expenditures from all funded and unfunded sources to assure compliance and to safeguard university resources. (10%)

NONESSENTIAL FUNCTIONS

  1. Provide coverage for administrative staff when necessary to ensure all grants meet deadlines. (3%)
  2. Provide back up as needed to all staff functions. May support space planning analytics as needed. (3%)
  3. Maintain professional affiliations to enhance professional growth and remain current in the latest trends and regulations in sponsored research and financial reporting. (2%)
  4. Perform other duties as assigned. (2%)

QUALIFICATIONS

  • Experience: Minimum of 6 years of related experience required. Prefer experience in financial management including grant and operational finance management.
  • Education: Bachelor’s degree required. Master’s degree preferred.

REQUIRED SKILLS

  1. Strong interpersonal skills; ability to work and communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, School and University, and with individuals outside the university. Good interpersonal skills; ability to work and communicate with various individuals within and external to the university.
  2. Professional and effective oral and written communication skills.
  3. Strong project management and 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.

Benefits

  • Over three weeks of paid vacation, paid sick days, 12 paid holidays (not including closing between 12/26 and 12/31), and summer hours
  • Tuition Waiver - for you and your dependents
  • Health, dental, and vision insurance plus a 401k match program

Recommended Skills

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  • Operational Performance
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