Department Administrator 2
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

Working with a high degree of independence and under direction of the center director/ director of implementation, will be responsible for management and coordination of all aspects of the Center for Evidence Based Practices' activities. Responsibilities include financial, human resources, research and facilities management. This position requires working with faculty and research staff engaged in multiple externally funded projects.

ESSENTIAL FUNCTIONS

  • Research, develop and provide recommendations for short- and long-range strategic goals for the center. Provide input regarding significant developments and plan future work.
  • Serve as the technical resource and expert advisor for human resources, grants management, finances, and center programming ensuring that all administrative activities of the center and staff are compliant with university policies and procedures.
  • Develop and manage the budget. Prepare reports; audit accounting records, make projections, analyze variances and recommend courses of action.
  • Manage center programs/projects; ensure compliance with policies, procedures, and regulations originating within and outside the university; participate in center procedures and policy changes; research and analyze information; draft and compose reports; answer questions and resolve problems concerning administration of program and projects. Direct all purchasing activities. Negotiate and facilitate necessary equipment purchases and installations.
  • Serve as liaison and act on behalf of director in dealings with people within (e.g., directors, chairpersons, etc.) and outside the university (e.g., representatives of agencies, professional contacts, etc.).
  • Develop competitive grant proposal budgets based on projects' fiscal needs, university policy, and granting agency regulations; assist with submission of proposals through CWRU pre-award process.
  • Maintain and monitor multiple grant funded budgets and expense accounts; complete and process various financial forms; record expenditures; monitor spending; assist in identifying discrepancies and resolving problems; approve expenditures and sign various financial forms; research and reconcile discrepancies; assist in budget projections and account reconciliations. Work with director to submit reports on externally funded projects. Maintain externally funded project records and coordinate communication with other collaborating centers within MSASS and university as well as with outside collaborators.
  • Ensure the center’s compliance with Institutional Review Board requirements regarding timely submission of continuing review documentation as well as relating to the submission of new research protocols. Ensure the center’s compliance regarding human subjects.
  • Participate in grant funded projects and programs as needed/assigned, and support the center’s dissemination, training and teaching activities as appropriate. Provide assistance and advice to project directors on procedural matters, reporting requirements and closeout of grant activity.
  • Review and approve grant related personnel effort.
  • Complete annual space inventory. Determine the most effective and efficient use of space.
  • Coordinate, prepare and monitor center personnel activities (e.g., recruitment, tenure, promotion, etc.); serve as liaison between center and individuals affected by the personnel actions and other relevant departments (e.g. human resources, payroll, etc.); maintain personnel records and files; ensure personnel policies and procedures are followed. Utilize authority to approve paperwork, requisitions and merit increases.
  • Hire and supervise department assistant and student workers. Conduct annual performance/salary reviews. Maintain work flow and make adjustments to work schedules.


  • NONESSENTIAL FUNCTIONS

    Perform other duties as assigned.

    CONTACTS

    Department: Daily contact with center faculty, staff and students. Regular contact with administrative services staff – finance, research administration, human resources, information technology and facilities).

    University: Regular contact with faculty co-investigators from other departments. Occasional contact with grants accounting and ORA/IRB.

    External: Occasional contact with in state, out of state and local agency staff, guest speakers and trainees. Infrequent contact with vendors.

    Students: Daily contact with students.

    SUPERVISORY RESPONSIBILITY

    Supervisory responsibility for a department assistant and student employees.

    QUALIFICATIONS

    Experience: 5 or more years of related experience in a social science research or academic environment required. Experience in project management/coordination and fiscal and grants management required.

    Education/Licensing: Bachelor’s degree required.

    REQUIRED SKILLS

  • Highly organized with strong analytical, oral and written communication skills.
  • Experience in writing grant proposals, contracts and reports as well as procedural documentation.
  • Ability to be self-directed and provide leadership to a highly diversified group of individuals.
  • Ability to work collaboratively in a team environment at the center, but also with administrative staff in the university.
  • Must have excellent interpersonal skills including the ability to problem solve as well as resolve conflicts that may arise as a result of the differing styles of the various professional staff.
  • Must be able to function under pressure while remaining attentive to detail.
  • Ability to maintain confidentiality.
  • Experience with Windows based personal computers including statistical software, power point, word processing, database and spreadsheet programs is necessary.
  • Experience with computer-based methods for project organization, tracking, data collection, scheduling and report preparation


  • WORKING CONDITIONS

    General office environment.

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    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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