Department Manager
Description
Strong Internal Identified
A strong internal candidate has been identified.
Salary Grade
Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $56,395 and $71,340 depending on qualifications, experience, department budgets, and industry data.
Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.
Job Description
POSITION OBJECTIVE
Working with a high degree of independence and under general direction of the Operations Director, the Department Manager will provide overall administrative expertise for a variety of business-related functions, including finance, budget, grant administration, human resources, purchasing and space and facilities planning for three academic departments and affiliated service centers. Function as a technical resource and advisor and exercise discretion and independent judgment. This individual will oversee the day-to-day business workflow, collaborate with the director and with department chairmen for departmental strategic planning. The department manager has authority to accomplish major objectives, investigate and resolve matters on behalf of leadership, and has the authority to formulate, affect, interpret, or implement management policies or operating practices.
ESSENTIAL FUNCTIONS
Serve an active role on the leadership team in developing long- and short-term strategic planning for three academic departments (Materials Science and Engineering, Chemical and Biomolecular Engineering, Macromolecular Science and Engineering) and affiliate service centers. 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 results from each key activity or strategic initiative. Provide analysis of milestones achieved in written and graphic report form to management. (10%)
Prepare and maintain departmental budgets and monitor sponsored budget activity by analyzing program plans on both a short and long-range basis by considering past requirements and expenditures and current programs, and future goals. Perform needs assessment, 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. (10%)
Advise and direct principal investigators in the preparation of grant proposals and applications to include compilation of data and preparation of estimated budget expenditures; monitor and verify expenditures; ensure compliance with Case Western Reserve University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies. Meet with principal investigators on a regular basis to review grant funding versus budget and give appropriate financial direction. (10%)
Assist the operations director with human resources activities within the department. Keep the Operations director abreast of pay issues, job classification issues, performance appraisals, employee relations and employee training and development circumstances. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Ensure all paperwork for employment, terminations, and leaves of absence are processed correctly and in a timely manner by tracking all appointments and notifying the operations director of start dates, end dates and continuations for research and postdoc staff. Maintain salary distribution account information and ensure accuracy. (10%)
Oversee the appointment process for faculty and all other appointments by managing the appointment workflow for three Department Chair Assistants for the preparation of appointment paperwork for researchers, postdoc scholars and for graduate teaching assistants and fellows. (10%)
Directly supervise designated employees. Determine staffing needs, develop a job description, and work with human resources to select and hire a candidate. Define and assign individual tasks, maintain schedules and standards, conduct performance reviews and administer disciplinary action. Directly supervise the Accounting Clerk position. (10%)
Provide input to the operations director on department policies and procedures, specific operating problems and work with the director to identify, address and resolve any workflow problems. 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. Working closely with the operations director and with three department chairs provide oversite and analysis of the efficacy of changes to internal processes and procedures. (10%)
Oversee aspects of the department graduate degree program from recruitment through graduation by providing guidance and support to the Graduate Affairs specialist who is responsible for graduate applications workflow, graduate admissions tracking, onboarding all new graduate students, grad student registration and graduate student payroll processing. (10%)
Collaborate with department staff to ensure operational activities are managed, oversee space and facility utilization; coordinate purchasing, maintenance and renovation activities for three academic departments and affiliated service centers; administer a program of property management and accountability. Manage the most efficient and effective means for purchasing research and non-research related supplies. Follow equipment accounting policies and procedures. Track the purchase of equipment on research projects and provide guidance for the sale and or decommissioning of equipment. (8%)
Oversee faculty start-up accounts including maintenance and closeout. Manage timelines, facilitate meetings, provide directions, and ensure complete documentation/reports to funding institutions. Serve as a liaison for external and internal audits, including preparation for the audit, during the audit itself, and response to audit, including changes to procedures. (8%)
NONESSENTIAL FUNCTIONS
Be familiar with responsibilities of other staff members on the academic support team and be able to provide back-up support when necessary. (2%)
Perform other duties as assigned. (2%)
CONTACTS
Department: Daily contact with manager, department chairs, faculty, and other staff to discuss and delegate work assignments. Daily contact with staff in three departments and research support staff to discuss projects, coordinate activities, process and resolve questions regarding financial reports, and employee relations issues.
University: Regular contact with staff in various central administration offices such as School of Engineering Finance and Administration to address forecast and budget development questions, Human Resources for job posting, interviewing, performance evaluation, Foreign Faculty and Scholars for questions/issues pertaining to hiring foreign Research Associates and Post Docs.
External: Little or no contact with external constituents.
Students: Daily contact with students in the department to coordinate departmental support.
SUPERVISORY RESPONSIBILITY
Direct supervisory responsibility for the Accounting Clerk.
QUALIFICATIONS
Experience: 5 or more years administrative work experience required; experience in a university or non-profit setting preferred.
Education: Bachelor's degree required.
REQUIRED SKILLS
Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles).
Knowledge of federal OMB circulars A-21, A-110 and A-133 sponsored research reporting requirements.
Strong organizational and interpersonal skills required, both oral and written required.
Understanding of post award sponsored project administration
Strong writing skills are required for grant editing, policy development, and budget proposal submission required.
Ability to work independently to organize multiple projects simultaneously required.
Employee management skills; ability to educate/train staff, delegate and supervise effectively required.
Proactive approach to potential problems, excellent problem-solving skills required.
Excellent computer skills experience, excellent mathematical skills; ability to use financial spreadsheets, accounting software, database packages, PeopleSoft financial system applications.
Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
Ability to demonstrate 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.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face.
WORKING CONDITIONS General office environment. The employee will use computer mouse and keyboard to type.
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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