Administrative Operations Analyst Jobs (NOW HIRING)

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 $71,041 and $89,867, 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
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. These activities include supporting the development of the departments' strategic objectives with the chairs and the departments' faculty, translating the plans into business plans, financial /grants management, and operations, human resources management, and general department operations. The Administrative Director will also have the responsibility for organizing complex tasks and providing leadership, advice, and guidance regarding financial and administrative policies and procedures. The Administrative Director's responsibilities are directly related to the vision of CSE, and therefore, this position will also report to the Associate Dean for Finance, Administration and Business Operations and function as a part of the CSE Finance Office.
ESSENTIAL FUNCTIONS
1. Strategic Operations: Provide financial and administrative leadership to the department working closely with the chairs to implement the strategic goals and objectives of the department consistent with the long-term plan of the School of Engineering. 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. 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. Develop the annual operating budget. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances, and recommend courses of action. Prepare analytical reports and analyses. 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. Provides priority setting and workflow analysis (25%)
2. Financial Management: Responsible for all aspects of fiscal management, including prospective analysis of funding sources, faculty recruitment and start-up packages, endowments, and development of pro-forma financial statements. Meet regularly with the department chairs to review performance matrices. Collaborate with the chairs and faculty to enhance sponsored research grant programs. This includes seeking funding opportunities and guidance in application processes. Ensure monthly financial reports for individual faculty with research grants and/or programs are accurate and distributed to the faculty. 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. Conduct regular audits of expenditures from all funded and unfunded sources to assure compliance and to safeguard University resources. (15%)
3. Sponsored Programs: Provide day-to-day administrative leadership for all aspects of sponsored research operations for the department. This includes pre-award processing, budget preparation, grant submission, post-award grant management, and financial operations. Assure faculty fulfillment of all obligations and responsibilities in sponsored research including complete compliance with all applicable 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. Coordinate with the university compliance officer, audit services, and general counsel as needed. Develop and negotiate contracts and budgets with non-federal sponsors for proposed research grants. Assist the chair and faculty with commercial ventures and their relationships to the university and the School of Engineering. Manage the alternate financial structures and financing posed by commercialization of discoveries, including federal programs for small businesses and startups (SBIR/STTR), private donations, and venture capital investment programs (20%)
4. Human Resources: Oversee and manage the human resource activities for the department. This includes the resolution of operational issues, design, maintenance, and implementation of any changes, establishing standards and procedures, and adhering to university policies. Approve and assure timely submission of personnel documents, including performance/merit evaluations and compensation requests. Liaise with the CSE Human Resources and Faculty Affairs office to manage employee relations matters within the department; this may include conflict management, performance management, reorganization requests, etc. Identify training needs and programs. Serve as the primary contact for the CSE Human Resources and Faculty Affairs office, the central department of Human Resources, and other School of Engineering and university administrative offices. (15%)
5. Supervision/Administrative Operations: Hire, train, and supervise activities of departmental support staff, providing policy direction and regular performance management. Conduct periodic meetings with direct reports and other members of the Department's support 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. Approve standard operating procedures and conduct regular audit of workflow and organizational design. (15%)
6. Education: Develop long-range educational proforma and associated operational plans with the chair, and undergraduate and graduate program director(s). Collaborate with the Chairs and the School of Engineering's Office of Professional Programs to establish targeted enrollment for graduate and PhD programs, monitor student enrollment, ensure educational outcomes are monitored so that student outcomes are maximized, and assist in the planning and implementation of new programs and/or enhancements to existing programs. Ensure undergraduate program and graduate programs revenues are allocated appropriately. (10%)
NONESSENTIAL FUNCTIONS
1. Shared Resources: Monitor and ensure appropriate oversight of departmental cores and shared resources. For cores, ensure that appropriate internal controls are in place to ensure data integrity; processes result in accurate allocation of costs; utilization is maximized (within and across departments); business plans are developed, updated and monitored; and recommend establishment/maintenance / elimination of cores. For departmental shared resources, ensure the resources are maintained and in proper working order. (5%)
2. Physical Plant: Serve as primary administrator responsible for day-to-day operational oversight of the various facilities. Manage space allocations and monitor utilization per departmental and SOE metrics. Produce and maintain space inventories and maintain university equipment inventories. Facilitate major equipment purchases and installations. (5%)
3. Maintain up to date knowledge of grants management requirements particularly those of major funding agencies and CWRU; policies and procedures of CWRU and changes in the educational and research landscapes that affect the department. This may include maintaining professional affiliations to enhance professional growth and remain current in the latest trends and regulations in sponsored research and financial reporting. (4%)
4. Perform other duties as assigned. (1%)
CONTACTS
Department: Daily to weekly contact: chair and/or vice chair of research, faculty, and support staff.
University: Regular contact with the CSE dean's office and office of Finance, office of Sponsored Research, School of Engineering Human Resource and Faculty Affairs office, CSE Development office, and the university's Department of Human Resources and office of Procurement and Distribution; Contact with the Office of General Counsel, the Student Employment office, and other department administrators as needed.
External: Daily to weekly contact with grants management staff at the funding agencies including but not limited to the NIH, NSF, DOE, DOD, and other government agencies; grant administrators at companies and other institutions of higher learning, various offices of Research Administration at collaborating institutions, vendors, donors, and others.
Students: Regular contact with student employees to exchange information.
SUPERVISORY RESPONSIBILITIES
Supervise all department administrative staff, including a department assistant, two student affairs staff, two grant account managers, and chair's assistant and a procurement specialist. Assure 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; Prefer Master's degree with concentration in the field of management, accounting and/or finance. Experience in federal grant management is a plus.
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
2. Professional and effective oral and written communication skills; strong writing and editing skills, must demonstrate the ability to effectively and accurately relay information
3. 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; ability to manage multiple projects simultaneously
4. Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff
5. Ability to work effectively independently and collaboratively within a team; must be highly motivated, responsible, dependable, and a self-starter
6. Excellent problem-solving skills; must demonstrate sound judgement and effective decision making; ability to identify and implement alternative resolutions and strategies; effective conflict management skills
7. Ability to work with sensitive information and maintain confidentiality
8. 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 timeline
9. Understanding of sponsored research grants and clinical trial grants administration required
10. Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles)
11. Knowledge of federal OMB circulars A-21, A-110 and A-133 sponsored research reporting requirements
12. Knowledge of Uniform Guidance (2 CFR 200).
13. 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 financial system applications.
14. Willingness to learn and work with artificial intelligence (AI) tools and technologies.
15. 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.
16. Ability to meet consistent attendance.
17. Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
Typical office environment. No exposure to chemicals.
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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