Job#10741 - Administrative Director of Operations
The Administrative Director of Operations is responsible for the daily and strategic administrative management of the Begun Center for Violence Prevention Research and Education at Jack, Joseph and Morton Mandel School of Applied Social Sciences. Responsibilities include research administration, business planning, financial management and operations, and human resources management and operations. The administrative director will also have the responsibility for organizing complex tasks, providing leadership, advice and guidance regarding financial and administrative policies and procedures.
The Begun Center for Violence Prevention Research and Education’s 54 faculty, staff and students have carried out applied community-based research, evaluation, training and technical assistance. Currently, the Begun Center manages over 60 funding awards totaling nearly $12 million. The center serves as a research partner to local, state and national non-profit, foundation and government organizations and provides program evaluation; grant application assistance, and training and technical assistance with evidence-based practices.
- Strategic Operations: Provide financial and administrative leadership to the department working closely with the Center Director and members of the Core Management Team to implement the strategic goals and objectives of the department consistent with the long-term plan of the Begun Center. 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. Work with the Director and the Mandel School Office of Finance and Administration to develop a 3 to 5 year business plan and annual budgets in assigned departments, plan financial strategies, and oversee the financial aspects of grant administration and applications. 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. 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%)
- Financial Management: Responsible for all aspects of fiscal management. Meet regularly with department leadership and principal investigators to review performance matrices. Collaborate with the research staff in order to enhance sponsored research grant programs. This includes seeking funding opportunities and guidance in application processes. Prepare quarterly financial reports for individual faculty 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 principal investigator to effectively manage their individual research programs. Responsible for effort certification and year-end close. (20%)
- Sponsored Programs: Provide day-to-day administrative leadership 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. Assure faculty fulfillment of all obligations and responsibilities in sponsored research including complete compliance with all federal and state regulations and laws. Coordinate with university compliance officer, audit services, and general counsel as needed. Develop and negotiate contracts and budgets with non-federal sponsors for proposed research grants. (15%)
- Human Resources: Manage human resources activities and hiring for all Begun Center staff positions, in collaboration with university offices and the Mandel School human resources director as appropriate. This includes job description development, recruitment, interviews, reference-checking, and salary recommendations. Provide department orientation for all new staff and faculty. Establish appointments for postdoctoral fellows and manage the research and senior research associate recruitment and appointment process; may require interpretation of visa information and regulations. Oversee personnel records management and procedures, has authority to sign off on paperwork and process personnel appointments, time and attendance, payroll, salary audits, terminations, requisitions, performance reviews and ensure that leaves of absence are processed correctly and in a timely manner. Supervise direct reports. Develop and implement professional development opportunities for staff. Listen to and act upon employee suggestions to better the center and improve employee morale. (15%)
- Supervision/Administrative Operations: Hire, train, and supervise activities of administrative 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. Conduct weekly meetings with direct reports and other members of the Administrative Support teams 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 assure compliance and to safeguard University resources. (15%)
- Data Integrity: For departmental shared resources, ensure the resources are maintained and in proper working order. Manage the process for data use agreements (DUAs) between the Center and data providers. This includes the tracking of Center data use agreements being processed by the university’s Tech Transfer Office, Legal Department and submission of university-signed data use agreements to data providers for final execution. Support IRB administration to ensure timely submission, renewal and termination of protocols by research staff. (5%)
- Facility: Serve as primary administrator responsible for day-to-day operational oversight of the research center’s facility. Manage space allocations and monitor. Produce and maintain space inventories and maintain university equipment inventories. (5%)
- Have a complete understanding of Case Western Reserve University financial HCM and proposal routing systems to be able to complete the tasks assigned to staff if needed. (<1%)
- Maintain professional affiliations to enhance professional growth and remain current in the latest trends and regulations in sponsored research and financial reporting. (<1%)
- Perform other duties as assigned. (<1%)
Department: Daily to weekly contact with direct reports, faculty, staff and administration to provide information, resolve complaints and manage workflow.
University: Frequent contact with Mandel School administrative staff on grants, budget, finance, human resources and other issues. Regular contact with university offices including the offices of research and technology management, the controller’s office, the office of foreign faculty and scholars, foundation relations, U-Tech and marketing and communications staff to provide information and manage workflow.
External: Regular contact with program partners, funders, vendors and individuals and groups that use the Center’s community resources.
Students: Regular contact with student employees regarding research administration.
Supervise two Department Administrators and an Administrative Coordinator. Will also supervise temporary employees and student employees.
Experience: 8 years of meaningful related experience required.
Education: Bachelor’s degree required; Master’s degree in Business with concentration in the field of Accounting or Finance preferred. Experience in Federal Grant management is a plus.
- 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.
- 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 timeline.
- 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.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors and customers face to face.
Typical office environment. No exposure to chemicals. This position is eligible for hybrid remote work.