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Department Administrator

Post Date: May 29, 2019

Position Objective

Working with a high degree of independence, the Department Administrator 2 is responsible for shaping strategic financial decisions as a member of the Begun Center’s six member leadership team. The department administrator will manage pre-award and post-award grants and contract activity, budgeting, forecasting, financial analysis and internal controls.  The department administrator identifies and recommends opportunities to enhance efficiency and effectiveness in the center’s budgeting, planning and financial operations and is responsible for all of the above, as well as the center’s human resources, development, communications, data and security, and facilities functions, in collaboration with partners within the Mandel School and university administration. 

For over twenty years, the Begun Center for Violence Prevention Research and Education’s 38 faculty and staff have carried out applied community-based research, evaluation, training and technical assistance.  Within the Begun Center are the Center for Innovative Practices, a training and technical assistance center to improve outcomes for youth and families, and the Partnership for Evaluation, Research, and Implementation (PERI), which assists nonprofits in improving service and measuring success. The Begun Center serves as a research partner to local, state and national non-profit, foundation and government organizations and provides program evaluation, grant application assistance, training and technical assistance with evidence based practices.   In 2018, the Begun Center brought in 62 funding awards totaling $4.5 million.

Position Responsibilities

  1. In consultation with center faculty and staff, direct and administer all Begun Center activities related to pre and post-award grants administration including RFPs, proposals, awards, subawards, extensions, rebudget requests, reporting, billing/invoicing, records maintenance, and other functions.   Serve as liaison with sponsor, partners and other stakeholders.  Advise and direct principal investigators in the preparation of contracts, grant proposals and applications to include compilation of data and preparation of estimated budget expenditures; monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies. Review grants and contracts proposals and expenditures for accuracy, completeness and compliance with all applicable policies, procedures, and regulations.  Ensure that grants and contracts are submitted and routed to the appropriate parties. Meet with principal investigators on a regular basis to review grant funding versus budget and give appropriate financial direction. Ensure compliance with federal regulations as outlined in -21, A10 and A133. (35%)
  2. Oversee, forecast and plan departmental budget needs by analyzing program plans on both a short and long-range basis while considering past requirements and expenditures and current programs, and future goals. Perform needs assessments, make projections based on multiple items and unknown variables, analyze budget variances and recommend courses of action. Prepare various analytical reports in written and graphic forms based on management needs. Responsible for effort certification and year-end close. (25%)
  3. Collaborate with department staff to ensure operational activities are managed. This includes overseeing space and facility utilization; coordinating purchasing, maintenance and renovation activities for the department. Develop the most efficient and effective means for purchasing supplies. Negotiate and facilitate major equipment purchases and installations. Manage human resources activities within the department. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Advise supervisors on pay issues, affirmative action requirements, job classification issues, performance appraisals, employee relations and employee training and development circumstances. Ensure all paperwork for employment, terminations, and leaves of absence are processed correctly and in a timely manner. Has authority to sign off on paperwork such as requisitions and performance reviews. Provide department orientation for all new staff and faculty. (15%)
  4. Serve on the Begun Center’s core management team and work with others on the team to develop long- and short-term department strategic planning. Chart out yearly plans, monthly work plans and determine measurable targets. Develop a work plan with key activities, deliverables, and milestones for individuals, program team or organizational unit. Provide the expected results or outputs form each key activity or strategic initiative. Provide analysis of milestones achieved in written and graphic report form to management.  (10%)
  5. Manage the process for data use agreements between the Center and data providers. This includes the tracking of center data use agreements being processed by the university’s Technology Transfer Office and legal department, and submission of university-signed data use agreements to data providers for final execution. Serve as primary contact for IRB protocols. Support IRB administration to ensure timely submission, renewal and termination of protocols by research staff. (5%)
  6. Create department policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the department chair in accordance with departmental precedents and policies. Interpret school and university policies and procedures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (5%)
  7. Represent department in administrative meetings and/or conferences in order to achieve cooperation between functions. (5%)
  8. Perform other duties as assigned. (<1%)
Contacts
  • Department: Daily contact with faculty, staff and administration to provide information, resolve complaints and manage workflow
  • University: Frequent contact with Mandel School administrative staff on grants, budget, finance, HR 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, University Technology, and marketing and communications.
  • External: Regular contact with program partners, funders, vendors, and individuals and groups that use the Center’s community resources
  • Students: Regular contact with student workers on work performance, schedules, payment and other issues.
Supervisory Responsibility

Direct supervisory responsibility for a department assistant, student employees and temporary employees.

Qualifications

Experience: 5 or more years administrative work experience required; experience in a university or non-profit setting preferred.

Education/Licensing: Bachelor’s degree required. Master’s Degree preferred.

Required Skills
  1. Understanding of sponsored research grants and administration required, especially federal grants and contracts, sub awards.
  2. Experience in writing grant proposals, contracts and reports.
  3. Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles).
  4. Knowledge of federal OMB circulars A-21, A-110 and A-133 sponsored research reporting requirements.
  5. Strong organizational and interpersonal skills required, both oral and written required.
  6. Strong writing skills are required for grant editing, policy development, and budget proposal submission required.
  7. Ability to work independently to organize multiple projects simultaneously required.
  8. Employee management skills; ability to educate/train staff, delegate and supervise effectively required.
  9. Proactive approach to potential problems, excellent problem-solving skills required.
  10. Excellent computer skills experience, excellent mathematical skills; ability to use financial spreadsheets, accounting software, database packages, PeopleSoft and Oracle financial system applications.
  11. Ability to meet consistent attendance. 
  12. Ability to interact with colleagues, supervisors, and customers face to face.
Working Conditions

Typical office work environment. The employee will use computer mouse and keyboard to type.

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.

In line with the values of Case Western Reserve University and the Mandel School for Applied Social Sciences, the Begun Center for Violence Prevention Research and Education is committed to developing, fostering, and celebrating a diverse and inclusive environment of mutual respect for our employees and partners. These values are critical to everything we do, including conducting and disseminating research to help find, promote, and support solutions that make our communities healthier and safer.  We aspire to be a team representative of a variety of backgrounds and perspectives and free of discrimination.  

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.

To Apply:

Visit the CWRU career website. If you are an internal candidate, chose FIND NEW OPPORTUNITIES. If you are an external candidate, choose VIEW OPEN POSITIONS.

Search for job 7585.