Director Administrative Operations

Case Western Reserve University is committed to providing a transparent estimate of the salary range for this position. The salary range is between $71,041 and $89,867, depending on qualifications, experience, department budgets, and industry data.

About the Role

The Administrative Director of Operations is responsible for the management of the overall finance and business operations for the Departments of Computer and Data Science (CDS) and Electrical, Computer and Systems Engineering (ECSE) in the Case School of Engineering (CSE). These two departments consist of 40 full-time faculty and are actively recruiting. The role involves supporting the development of the departments' strategic objectives with the chairs and faculty, translating plans into business plans, financial/grants management, human resources management, and general department operations. This position will also report to the Associate Dean for Finance, Administration and Business Operations and function as part of the CSE Finance Office.

Responsibilities

• Strategic Operations (25%):
  • Provide financial and administrative leadership to implement strategic goals and objectives consistent with the long-term plan of the School of Engineering.
  • Participate in strategic planning, oversee fiscal health, develop and monitor 3-to-5-year financial plans, and ensure efficient operations.
  • Plan departmental budget needs by analyzing program plans, past expenditures, and present requirements.
  • Develop the annual operating budget, perform needs assessments, make projections, analyze budget variances, and recommend actions.
  • Prepare analytical reports and recommend changes to department policies and practices.
  • Exercise judgment within defined procedures to determine appropriate action, identify risks, and provide priority setting and workflow analysis.
• Financial Management (15%):
  • Oversee all aspects of fiscal management, including funding sources, faculty recruitment, start-up packages, endowments, and pro-forma financial statements.
  • Meet regularly with department chairs to review performance metrics.
  • Collaborate with chairs and faculty to enhance sponsored research grant programs, including seeking funding opportunities and guiding application processes.
  • Ensure accurate monthly financial reports for faculty with research grants.
  • Establish benchmarks for budgetary review, analyze staffing and non-salary expenses, and support faculty in managing research programs.
  • Responsible for effort certification and year-end close.
  • Conduct regular audits of expenditures to ensure compliance and safeguard University resources.
• Sponsored Programs (20%):
  • Provide day-to-day administrative leadership for all aspects of sponsored research operations, including pre-award processing, budget preparation, grant submission, and post-award management.
  • Ensure faculty compliance with federal, state, and university regulations.
  • Investigate allegations of fraud and financial compliance issues using available resources.
  • Coordinate with university compliance officers, audit services, and general counsel as needed.
  • Develop and negotiate contracts and budgets with non-federal sponsors.
  • Assist with commercial ventures and their relationships to the university, including SBIR/STTR programs, private donations, and venture capital investment.
• Human Resources (15%):
  • Oversee and manage human resource activities, including resolving operational issues, implementing changes, and adhering to university policies.
  • Approve and ensure timely submission of personnel documents, including performance evaluations and compensation requests.
  • Liaise with CSE Human Resources and Faculty Affairs to manage employee relations, conflict management, and performance management.
  • Identify training needs and programs.
  • Serve as the primary contact for HR-related matters within the department.
• Supervision/Administrative Operations (15%):
  • Hire, train, and supervise departmental support staff, providing policy direction and performance management.
  • Conduct periodic meetings to review changes in funding, policies, and procedures.
  • Assign or reassign administrative tasks as needed due to changes in funding or absences.
  • Approve standard operating procedures and conduct regular audits of workflow and organizational design.
• Education (10%):
  • Develop long-range educational proforma and operational plans with the chair and program directors.
  • Collaborate with chairs and the School of Engineering's Office of Professional Programs to establish targeted enrollment, monitor student outcomes, and assist in planning new programs.
  • Ensure appropriate allocation of revenues for undergraduate and graduate programs.
• Shared Resources (5%):
  • Monitor and ensure oversight of departmental cores and shared resources.
  • Ensure internal controls for data integrity, accurate cost allocation, and maximized utilization of cores.
  • Develop, update, and monitor business plans for cores and recommend establishment, maintenance, or elimination.
  • Maintain departmental shared resources and ensure proper working order.
• Physical Plant (5%):
  • Serve as primary administrator for day-to-day operational oversight of facilities.
  • Manage space allocations and monitor utilization per departmental and SOE metrics.
  • Produce and maintain space inventories and university equipment inventories.
  • Facilitate major equipment purchases and installations.
• Professional Development (4%):
  • Maintain up-to-date knowledge of grants management requirements, university policies, and changes in the educational and research landscapes.
  • Maintain professional affiliations to enhance growth and stay current with trends and regulations in sponsored research and financial reporting.
• Perform other duties as assigned (1%).

Contacts

• Department: Daily to weekly contact with chair, vice chair of research, faculty, and support staff.
• University: Regular contact with CSE dean's office, office of Finance, Sponsored Research, School of Engineering HR, Faculty Affairs, Development office, Human Resources, Procurement and Distribution, General Counsel, and Student Employment.
• External: Daily to weekly contact with grants management staff at funding agencies (NIH, NSF, DOE, DOD), grant administrators at companies and institutions, vendors, donors, and collaborating institutions.
• Students: Regular contact with student employees.

Supervisory Responsibilities

• Supervise all department administrative staff, including a department assistant, two student affairs staff, two grant account managers, a chair's assistant, and a procurement specialist.
• Ensure annual reviews are administered within university policies for all research staff supervised by faculty.

Qualifications

• Experience: 10 years of meaningful related experience.
• Education: Bachelor's degree required; Master's degree with concentration in management, accounting, and/or finance preferred. Experience in federal grant management is a plus.

Skills

• Strong interpersonal skills and ability to communicate with individuals from diverse disciplines and backgrounds.
• Professional and effective oral and written communication skills, including strong writing and editing abilities.
• Strong organizational skills, ability to multi-task, prioritize, and meet deadlines with attention to detail and accuracy.
• Effective management skills, including leadership, training, and team collaboration.
• Ability to work independently and collaboratively, demonstrating motivation, responsibility, and dependability.
• Excellent problem-solving skills, sound judgment, and effective decision-making.
• Ability to work with sensitive information and maintain confidentiality.
• Flexibility to work under pressure in a fast-paced, changing environment.
• Understanding of sponsored research grants and clinical trial grants administration.
• Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles).
• Knowledge of federal OMB circulars A-21, A-110, and A-133 sponsored research reporting requirements.

Benefits

• Comprehensive benefits package including excellent healthcare and retirement plans.
• Tuition assistance for employees.
• Paid time off and a winter recess.