Assistant Dean of Finance and Administration
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

The Assistant Dean of Finance and Administration serves as the chief financial and administrative officer for the School of Law, with management, advisory, and decision-making responsibilities for the areas of finance and budget, facilities planning, construction and maintenance operations, human resources, academic centers and student journals, and information technology. The incumbent provides senior management and administrative leadership for the School of Law and serves as a key advisor to the Dean and member of the Dean’s senior management team.

ESSENTIAL FUNCTIONS

Financial Planning

  • In consultation with the Dean of the Law School, develop and implement both the long and short-range strategic plans for the School of Law taking into consideration unrestricted and restricted funds, capital requirements and the overall business plan of the School of Law.
  • Responsible for the analysis and forecasting of the budgetary implications for enrollment planning, development, technology and other institutional strategies. Advise the Dean of the law school as to the validity of the strategies individually and as a whole, and identify sources of funding for the strategies. Oversee the collection, preparation, and dissemination of this information.
  • Develop long-range financial planning models for the multiple programs being sponsored by the law school. Each model needs to be tailored to varying program assumptions given the function/source of the program, e.g., certificate of concentration, academic centers, JD program, LLM degrees, foreign programs, special format programming, and CLEs. Results are to be used in executive decision-making.
  • Identify, analyze, and outline costs and revenue effects of curricular, personnel, and technological program changes being considered by the law school. Advise on the best course of action.
  • Develop business cases to explore new programs and funding sources.
  • Budget Management

  • On a continuous basis, develop and implement comprehensive budget processes and systems for the law school, providing for budgeting and cost requirements for each department and center within the school. Direct the senior manager of each department in the use of these processes and systems.
  • Design, develop and implement the annual budget for the law school with input from the senior manager of each department adhering to the guidelines provided by the university (annual operating budget of approximately $37 million). Create the budget plan/goals based on the law school and university strategic plans. Determine and implement the reporting of the key performance indicators for the Law School.
  • Maintain the integrity and transparency of the budget planning and reporting within the law school.
  • Formulate the assumptions for the law school’s multi-year budget and update projections on a periodic basis.
  • Oversee the compilation and preparation of statistical information and salary data required for budget allocations and salary determinations. Collaborate with the Dean on individual faculty salaries. Determine the level of salary increase for each staff member.
  • Direct the preparation of the monthly income and expense forecast and supplemental schedules for the law school. Analyze and approve forecast before submission to the Office of Budget and Planning. Document and report, to the Dean and the Office of Budget and Planning, any variances from budget and the previous year. Outline the progress toward the budget plan/goal and the key performance indicators.
  • Administer the compensation distribution process for the faculty, staff, and students. Process entails reviewing and analyzing distributions year-to-date, reconciling to the law schools budget and University allocations, and submitting changes though the correct venue, e.g. HCM, other school finance departments, etc.
  • Regulate the accounts payable/purchasing process for the law school as a whole. Process is all inclusive from preparation of appropriate forms/paperwork to maintenance of the vendor files to reconciliation of the law school records to the monthly general ledger reports.
  • Oversee the team responsible for advising students and student organizations funded by the law school on budget expenditures, student employment, reimbursements, etc.
  • Direct the preparation and submission of grant applications insuring that they meet the funding agency’s requirements. Work directly with central university personnel and government/state/private funding sources. Oversee the process for establishing new accounts for grants and special projects; general oversight of progress and reporting to project director and funding sources.
  • Develop the capital budget and oversee the development and execution of capital plans.
  • Ensure periodic audits are performed on all law school accounts.
  • Senior liaison to the Office of Budget and Planning.
  • Payroll

  • Direct the preparation of faculty contracts and the submission of the appropriate paperwork to the University Human Resources Office. Includes the preparation of contracts with outside schools and the monitoring of the payment process for visiting professors to and from the law school.
  • Mange the team that administers the student employment process for the law school from request for hire to termination.
  • Oversee the individual responsible for the review and approval of overtime hours for non-exempt staff. Responsible for approval of all additional compensation for staff and faculty.
  • Monitor the distribution of effort for all faculty and staff. Monitor data on time and attendance for staff and address any attendance issues as needed.
  • Financial Reporting and Research

  • Identify, analyze and outline financial data as needed and/or requested (salary information and increases, income and expense statements, spending trends, gifts to endowment, enrollment assumptions, etc.).
  • Responsible for all data elements and integrity in responding to external surveys and questionnaires related to the law school facilities, finances, administrative organization and policy, accreditation, etc.
  • Oversee the development and implementation of cost-control and monitoring programs (i.e., telephone, photocopy, mail charges). Solicit ideas for improvement to law school purchasing and accounts payable processes from team; approve the implementation of suggestions as warranted.
  • Manage the individual responsible for developing the process/systems for and implementation of the Pcard/Dcard/T&E card programs.
  • Ensure effective liaison with Payroll, Controller’s Office, Office of Budget and Planning, etc. to expedite the flow of work and ensure compliance with university policies and procedures.
  • Develop and document business policies and procedures for the law school.
  • Design processes for analyzing and reporting complex data.
  • Direct the creation and preparation of financial reports and information as requested by the Dean.
  • Senior liaison to the Office of Finance & Administration.
  • Human Resources

  • Responsible for short and long-term staff planning for the law school.
  • Oversee the employment process for staff positions at the law school. Includes reviewing job descriptions, authorizing the position for posting, and determining/approving the salary offer. Act as the liaison between the hiring manager and the Office of Human Resources when needed.
  • Direct salary administration in the employment process, the annual review process, and the upgrading of existing positions. Ensure consistency of grades and salary levels throughout the law school.
  • Develop new positions to fulfill the staffing needs of the law school, whether adding additional staff or reorganizing existing staff. Includes overseeing the creation or revision of job descriptions.
  • Oversee the administration of the annual performance review process and the maintenance of employee records. Includes reviewing and approving all annual reviews.
  • Advise, coordinate, and convene meetings as needed in the areas of conflict resolution, positive corrective action, disciplinary action, and termination.
  • Direct the staff development and recognition process.
  • Monitor closely and advise on the personnel management activities of faculty supervisors.
  • Senior liaison to the University Human Resource Office.
  • Information Technology

  • Supervise and direct the law school’s Director of Information Technology, who is a member of the senior management team. The Director is responsible for: leading the law school’s commitment to technology; producing a plan to accomplish the law school’s goals in the technology area; directing the operations of the administrative systems, the academic computing systems, audio-visual support, and the computer infrastructure of the law school; and coordinating support for the law school community for their technology needs.
  • Advise and assist the Director of Information Technology in personnel matters including annual reviews, progressive counseling, disciplinary action, position development, employment, and terminations.
  • Law Library

  • Act as an advisor to the Director of the Law Library, who is a member of the senior management team, on financial, human resources, and administrative issues.
  • Oversee the Associate Director of Finance and Budget in managing the financial and budgetary operations of the Law Library.
  • Facilities Management

  • Supervise the Director of Facilities and Administration in the management of the facilities for the law school, including the development and implementation of the capital budget and strategic plan, directing renovation and refurbishment projects, regulating the general operation and maintenance of the law school building(s), and serving as a liaison with Plant Services, Security, and Construction Administration.
  • Act as advisor to the Dean and the Director of Facilities and Administration, who is responsible for the scheduling and day-to-day activities of facilities projects. Includes advising on design and scope, identification of funding sources and constraints, and consideration of abatement and ADA issues.
  • Collaborate with the Dean and the Director on the planning of space issues and future capital projects. Identify future improvements and space needs to be incorporated into the strategic space plan. Provide cost/benefit information when required.
  • Participate in all aspects of the development, implementation and evaluation of the university master planning process as it relates to the interests of the law school.
  • Senior liaison to the offices of Campus Services and Campus Planning and Administration.
  • Academic Center and Law Journal Administration

  • Supervise the Associate Director of Academic Center Administration, who is responsible for leading a team in the execution of seamless programs, delivery of effective communications, and efficient deployment of center and law school resources to promote the work of the centers. The Associate Director is also responsible for oversight of the endowed lecture series and the student law journals.
  • Guide the Associate Director in the setting of budgets for the center activities, as well as, the student journals and endowed lectures.
  • Additional Responsibilities

  • Establish effective working relationships with appropriate departments and staff of the university in order to provide effective leadership and counsel on financial and human resource matters to senior management, faculty, and staff.
  • Weekly meetings with the Dean.
  • Regular meetings with the senior management team of the law school.
  • Member of the faculty Building and Grounds Committee and the Library and Computer Committee of the School of Law.
  • Regulate staffing needs for commencement and communicate assignments to all staff.
  • Oversee the Director of Facilities and Administration in directing faculty support staff and coordinating faculty committee work.


  • NONESSENTIAL FUNCTIONS

    Perform other duties as assigned.

    CONTACTS

    Department: Daily contact with dean, associate/assistant deans, faculty, and staff.

    University: Daily contact with deans and directors of administrative departments, faculty and staff as required to perform essential functions.

    External: Frequent contact with non-university faculty, corporate executives, leaders in the legal community, and federal, state and local government officials. Contact with donors and alumni as required to perform essential functions.

    Students: Daily contact with professional students. Contact with undergraduate and graduate students as required to perform essential functions.

    SUPERVISORY RESPONSIBILITY

    Directly supervise the Director of Information Technology, who is also a member of the senior management team; the Director of Facilities & Administration, the Associate Director of Finance & Budget, the Assistant Director of Center Administration, and the Accounting Clerk.

    Oversee a department including staff in information technology, faculty support, center administration, finance, human resources, and facilities.

    QUALIFICATIONS

    Experience: A minimum of ten years of progressive experience in the financial/accounting field with 3-5 years of experience in a senior management position. Experience in human resources, facility and/or information technology management desired. Experience in a non-profit and/or educational organization.

    Education/Licensing: Bachelor’s degree in accounting, finance, or related field required. Master’s degree or CPA certification required.

    REQUIRED SKILLS

  • Supervisory/management skills
  • Strong verbal and written communication skills
  • Strong service orientation
  • Highly organized
  • Project management skills
  • Strong interpersonal skills, ability to interact with a variety of constituents
  • Proven problem solving skills/ability to identify and analyze options resulting in a solid decision/plan
  • Ability to work effectively under stress/deadlines
  • Ability to facilitate/negotiate personnel matters
  • Must be able to take charge
  • Ability to work as part of a senior management team
  • High integrity and strong professional standards
  • Strong accounting skills, including budget, accounts payable and financial analysis
  • Computer proficiency (including Microsoft Office) and ability to learn new programs.
  • Ability to interpret and assess technology requirements/needs
  • Advanced spreadsheet skills including Excel
  • Database skills including Access
  • Ability to utilize the e-mail system
  • Familiar with advanced forecasting, finance, and budgeting programs
  • Familiarity with Peoplesoft products


  • WORKING CONDITIONS

    General office environment.

    DIVERSITY STATEMENT

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

    Reasonable Accommodations

    Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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