Case Western Reserve University
Senior Director of Operations
Case Western Reserve University, Chicago, Illinois, United States, 60290
A strong internal candidate has been identified.
Do you have the skills to fill this role Read the complete details below, and make your application today. Salary Grade Senior Staff position, Salary Grade 18 or above. Job Description POSITION OBJECTIVE The Senior Director for the Division of Medicine is the strategic leader for developing and maintaining productive, efficient and effective administrative operations. This role oversees the Case Western Reserve University and University Hospital business activities to include creating and maintaining a strategic direction for integrated planning of the budget functions to include business planning, financial management, grants management and operations. The Case Western Reserve University Division of Medicine is one of the largest research departments with 11 Departments, 12 operating budgets of over $5 million operating dollars in the School of Medicine and over $25 million in annual research expenditures. This position will work closely with multiple affiliate Hospital's administrative personnel to assure all projects and activities are in alignment with contractual and institutional policies. The senior director will represent the school for the development of new administrative policies and procedures. Additionally, the senior director will work closely with senior leadership to develop long- and short-term strategic initiatives and will align staffing levels, positions, and organization structures within the changing environment to assure the best use of limited financial and human capital resources. ESSENTIAL FUNCTIONS Strategic Planning : Work directly with the Chair and Division Chiefs to create and execute a 3 to 5 year business plan that aligns with the department's scientific vision, strategic goals, faculty management, and financial strategy. Ensure the budget supports strategic objectives and assist with strategic planning initiatives. Monitor and evaluate service delivery methods, workloads, systems, and reporting, identifying and implementing improvements. Act as a financial and regulatory advisor to the chair, faculty, and staff, providing leadership on policies, grant management, and compliance. Serve as the department's expert on financial and administrative matters, offering guidance on funding agency requirements. (25%) Financial Management : Develop and manage the department's annual budget, monitoring performance against the business plan. Approve and track expenditures, analyze budget performance reports, and forecast expenses for remaining periods, providing financial guidance. Assess trends, interpret data, and formulate strategies to balance expenditures. Create and implement cost control and monitoring programs. Monitor internal and external factors impacting department operations to anticipate and adapt to significant changes. Define and evaluate strategic alternatives through financial models and reports, providing actionable recommendations. Oversee fiscal management, including funding source analysis, faculty recruitment and start-up packages, endowments, and the development of pro-forma financial statements. Meet regularly with the department chair and division chiefs to review performance metrics and establish budgetary benchmarks. Provide leadership, advice, and technical expertise on financial, administrative, and regulatory issues to the chair, faculty, and staff. Conduct regular audits of expenditures from all funding sources to ensure compliance and safeguard University resources. Serve as the department's expert on financial and administrative policies, including external funding agencies' requirements, University protocols, and University Hospital payroll processes. Manage effort certification, year-end close, and cross-billing between institutions. Provide financial support for individual research programs by analyzing staffing and non-salary expenses. Oversee the Research Merit Pay process for dually supported physician-scientists. (25%) Sponsored Research : Responsible for all aspects of sponsored research management, including prospective analysis of funding sources and the development of pro-forma financial statements. This involves collaborating with the department Chair, Vice Chair, Division Chiefs, and faculty to enhance sponsored research grant programs by identifying funding opportunities and providing guidance on application processes. Regular meetings with leadership are held to review performance metrics and establish benchmarks for budgetary review. Additionally, the role includes working with the administrative division teams to prepare monthly financial reports for faculty with basic and / or clinical research grants and programs. Oversight of research operations includes managing a research portfolio with an annual spend of approximately $25 million. (20%) 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. (10%) Human Resources : Oversee and manage the human resource activities for the department and divisions. This includes the resolution of operational issues, design, maintenance, and implementation of any changes, establishing standards and procedures adhering to university policies. Approve and assure timely submission of personnel documents, including performance / merit evaluations and compensation requests. Liaise with the school's Human Resources Director to manage employee relations matters within the departments; this may include conflict management, performance management, reorganization requests, etc. Identify training needs and programs. Serve as the primary contact for the school's office of Faculty Affairs and Human Resources, the central department of Human Resources, and other school and university administrative offices. (10%) NONESSENTIAL FUNCTIONS 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%)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 school metrics. Produce and maintain space inventories and maintain university equipment inventories. Facilitate major equipment purchases and installations. (5%)Education : Develop long range educational proforma and associated operational plans with the chair and Collaborate with the school's office of Enrollment Management 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. (4%)Perform other duties as assigned. (
CONTACTS Department :
Communicate daily with staff, students, and faculty in all associated programs for operational day to day needs. Work closely with School of Medicine office of finance and administration, human resources, grants and contracts and research administration for operational oversight. University :
Regular contact with the School of Medicine Finance & Planning Office, Office of Sponsored Research, office of Research Administration, office Grants and Contracts, office of Faculty Affairs and Human Resources, 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, SOM Animal Resource Center, 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 National Institutes of Health and other government agencies; grant administrators at pharmaceutical 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. SUPERVISORY RESPONSIBILITY Direct supervision 2 finance managers (1 tbd), 3 grant managers, 2 coordinators, 1 human resource manager (tbd) QUALIFICATIONS Experience :
10 or more years of progressive experience in a related field required; experience in an academic and / or medical education environment preferred; experience with complex budgets, fund accounting and / or grant management required. Education :
Bachelor's degree required. REQUIRED SKILLS Familiarity with university policies and procedures relating to fiscal controls and operations, including budgets, forecasts and grants administration and endowment management. Effective communicator and negotiator.Ability to perform analyses on both a routine and ad hoc basis; ability to recognize and interpret trends and non-standard results.Extensive knowledge of the university's activities, both research and teaching which include a knowledge of federal regulations governing the use of federal funds as well as HIPAA and FERPA.Ability to think on both strategic and tactical levels.Able to work independently and as part of a team.Excellent organizational skills.Demonstrated ability to develop relationships with different types of stakeholders within the SOM and university community.Detailed oriented.Routinely works with confidential information and a high degree of professionalism and discretion is mandatory.Supervisory and / or project management skills.Knowledge of ERP financial software (PeopleSoft and Data Warehousing systems including queries) highly desirable. Microsoft Office applications a must.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors, and customers face to face.Demonstrated history of 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.
WORKING CONDITIONS Typical office environment. No exposure to chemicals. This position is eligible for the staff hybrid work program after the successful completion of the orientation period. 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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Do you have the skills to fill this role Read the complete details below, and make your application today. Salary Grade Senior Staff position, Salary Grade 18 or above. Job Description POSITION OBJECTIVE The Senior Director for the Division of Medicine is the strategic leader for developing and maintaining productive, efficient and effective administrative operations. This role oversees the Case Western Reserve University and University Hospital business activities to include creating and maintaining a strategic direction for integrated planning of the budget functions to include business planning, financial management, grants management and operations. The Case Western Reserve University Division of Medicine is one of the largest research departments with 11 Departments, 12 operating budgets of over $5 million operating dollars in the School of Medicine and over $25 million in annual research expenditures. This position will work closely with multiple affiliate Hospital's administrative personnel to assure all projects and activities are in alignment with contractual and institutional policies. The senior director will represent the school for the development of new administrative policies and procedures. Additionally, the senior director will work closely with senior leadership to develop long- and short-term strategic initiatives and will align staffing levels, positions, and organization structures within the changing environment to assure the best use of limited financial and human capital resources. ESSENTIAL FUNCTIONS Strategic Planning : Work directly with the Chair and Division Chiefs to create and execute a 3 to 5 year business plan that aligns with the department's scientific vision, strategic goals, faculty management, and financial strategy. Ensure the budget supports strategic objectives and assist with strategic planning initiatives. Monitor and evaluate service delivery methods, workloads, systems, and reporting, identifying and implementing improvements. Act as a financial and regulatory advisor to the chair, faculty, and staff, providing leadership on policies, grant management, and compliance. Serve as the department's expert on financial and administrative matters, offering guidance on funding agency requirements. (25%) Financial Management : Develop and manage the department's annual budget, monitoring performance against the business plan. Approve and track expenditures, analyze budget performance reports, and forecast expenses for remaining periods, providing financial guidance. Assess trends, interpret data, and formulate strategies to balance expenditures. Create and implement cost control and monitoring programs. Monitor internal and external factors impacting department operations to anticipate and adapt to significant changes. Define and evaluate strategic alternatives through financial models and reports, providing actionable recommendations. Oversee fiscal management, including funding source analysis, faculty recruitment and start-up packages, endowments, and the development of pro-forma financial statements. Meet regularly with the department chair and division chiefs to review performance metrics and establish budgetary benchmarks. Provide leadership, advice, and technical expertise on financial, administrative, and regulatory issues to the chair, faculty, and staff. Conduct regular audits of expenditures from all funding sources to ensure compliance and safeguard University resources. Serve as the department's expert on financial and administrative policies, including external funding agencies' requirements, University protocols, and University Hospital payroll processes. Manage effort certification, year-end close, and cross-billing between institutions. Provide financial support for individual research programs by analyzing staffing and non-salary expenses. Oversee the Research Merit Pay process for dually supported physician-scientists. (25%) Sponsored Research : Responsible for all aspects of sponsored research management, including prospective analysis of funding sources and the development of pro-forma financial statements. This involves collaborating with the department Chair, Vice Chair, Division Chiefs, and faculty to enhance sponsored research grant programs by identifying funding opportunities and providing guidance on application processes. Regular meetings with leadership are held to review performance metrics and establish benchmarks for budgetary review. Additionally, the role includes working with the administrative division teams to prepare monthly financial reports for faculty with basic and / or clinical research grants and programs. Oversight of research operations includes managing a research portfolio with an annual spend of approximately $25 million. (20%) 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. (10%) Human Resources : Oversee and manage the human resource activities for the department and divisions. This includes the resolution of operational issues, design, maintenance, and implementation of any changes, establishing standards and procedures adhering to university policies. Approve and assure timely submission of personnel documents, including performance / merit evaluations and compensation requests. Liaise with the school's Human Resources Director to manage employee relations matters within the departments; this may include conflict management, performance management, reorganization requests, etc. Identify training needs and programs. Serve as the primary contact for the school's office of Faculty Affairs and Human Resources, the central department of Human Resources, and other school and university administrative offices. (10%) NONESSENTIAL FUNCTIONS 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%)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 school metrics. Produce and maintain space inventories and maintain university equipment inventories. Facilitate major equipment purchases and installations. (5%)Education : Develop long range educational proforma and associated operational plans with the chair and Collaborate with the school's office of Enrollment Management 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. (4%)Perform other duties as assigned. (
CONTACTS Department :
Communicate daily with staff, students, and faculty in all associated programs for operational day to day needs. Work closely with School of Medicine office of finance and administration, human resources, grants and contracts and research administration for operational oversight. University :
Regular contact with the School of Medicine Finance & Planning Office, Office of Sponsored Research, office of Research Administration, office Grants and Contracts, office of Faculty Affairs and Human Resources, 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, SOM Animal Resource Center, 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 National Institutes of Health and other government agencies; grant administrators at pharmaceutical 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. SUPERVISORY RESPONSIBILITY Direct supervision 2 finance managers (1 tbd), 3 grant managers, 2 coordinators, 1 human resource manager (tbd) QUALIFICATIONS Experience :
10 or more years of progressive experience in a related field required; experience in an academic and / or medical education environment preferred; experience with complex budgets, fund accounting and / or grant management required. Education :
Bachelor's degree required. REQUIRED SKILLS Familiarity with university policies and procedures relating to fiscal controls and operations, including budgets, forecasts and grants administration and endowment management. Effective communicator and negotiator.Ability to perform analyses on both a routine and ad hoc basis; ability to recognize and interpret trends and non-standard results.Extensive knowledge of the university's activities, both research and teaching which include a knowledge of federal regulations governing the use of federal funds as well as HIPAA and FERPA.Ability to think on both strategic and tactical levels.Able to work independently and as part of a team.Excellent organizational skills.Demonstrated ability to develop relationships with different types of stakeholders within the SOM and university community.Detailed oriented.Routinely works with confidential information and a high degree of professionalism and discretion is mandatory.Supervisory and / or project management skills.Knowledge of ERP financial software (PeopleSoft and Data Warehousing systems including queries) highly desirable. Microsoft Office applications a must.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors, and customers face to face.Demonstrated history of 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.
WORKING CONDITIONS Typical office environment. No exposure to chemicals. This position is eligible for the staff hybrid work program after the successful completion of the orientation period. 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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