Project Director Actu/Cfar

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, the Administrative Project Director will plan, coordinate and manage a $6 million annual research program for the AIDS Clinical Trials Unit (ACTU) and other NIH funded projects, endowments and industry-funded research projects. The director will be responsible for providing research operations direction over a large center with active grant and clinical trials along with an extensive multi-site network with collaborators and subcontractors across the US and foreign countries.

The director will work independently of, as well as with, the principal investigator of the ACTU for overall coordination of the multiple clinical trials and projects involved in the ACTU, and the laboratory. The director will work with the Administrative Research Office (ARO) Senior Director of the Department of Medicine Administration (DOM) in the management of the pre-award, post-award, financial and HR processes.

ESSENTIAL FUNCTIONS

1. As the Administrative director within the ACTU leadership, establish goals and objectives for the efficient and timely completion of projects. Meet with ACTU leadership and investigators on a regular basis to review and set priorities, staff/student-related issues, and future research and staff planning. Present to ACTU leadership operational plans and opportunities for improvement and implement any follow-up actions required. (15%)

2. Following guidelines of the granting agency, serve as a primary member of the grant writing team (including preparing, composing, organizing and compiling the sections) relating to grant submission to the National Institute of Health and any other granting organizations on behalf of the ACTU and the laboratory personnel. This entails developing, managing and monitoring grant preparation tasks assigned to staff/faculty, identifying sources of information for specific sections, obtaining said information, and composing and compiling actual text and data for these grants. Responsible for completing required forms, putting applications in final format, routing for institutional sign off, and disseminating to funding agency with copies to co-investigators. (15%)

3. Create proposal budgets and review spending forecasts. Working with the senior director, provide input for the long-range budget forecasts that incorporate approximations of the individual grants/contracts, endowments and other sources of support, as well as space allocations and indirect costs. Develop cost control and monitoring programs. Prepare and negotiate clinical trials study budgets with pharmaceutical companies. Work with University Hospitals Clinical Research Center and the School of Medicine Office of Preaward Services and Agreements to process Clinical Trials Agreements, Material Transfer Agreements and related documents necessary to conduct unit studies. (10%)

4. Coordinate human resource activities for the ACTU, journal and laboratory in conjunction with the administrative research office, school of medicine and central human resources personnel. Prepare job descriptions and manage the hiring process, coordinate the visa process for all foreign visitors and hires, provide orientation scheduling for all new staff and faculty. Assist with the resolution of conflicts. Oversee technical and research staff, including time approval, effort reporting, terminations, and addressing all other HR-related issues. Assure performance reviews for all personnel in the department are completed in a timely, annual basis. Follow departmental school and university policies and procedures to ensure all HR-related paperwork for employment, visas, terminations and leaves of absence are processed correctly and in a timely manner for both Case Western Reserve University employees and University Hospitals employees. (10%)

5. In collaboration with the administrative research office, responsible for projections and reconciliation of all accounts, making necessary cross-bills, adjustments and journals. Provide detailed account statements including projections to account holders, senior director in the department of medicine and the ACTU principal investigator. Analyze budget variances and recommend course of action. Coordinate quarterly budget meetings with the leadership team to review the statement of accounts and future directions and plans. Prepare forecasts and recaps for all sponsored projects. (10%)

6. Manage and communicate budgets with site contacts (international and domestic sites), to ACTU Principal Investigator, and the administrative research office. Communicate ongoing budgetary needs and changes, initiate wire transfers, review final expenditures to be processed against transfers, monitor financial activity/trends overall for meeting set budget, communicate questions, resolve issues and assure expenses meet sponsor allowances and requirements. (9%)

7. Responsible for allocating to the appropriate accounts e-procurement requests for all sponsored projects related to the ACTU, journal and laboratory efforts, including blanket purchase orders for subcontracts and services, and for forwarding e-procurement requests to the hub for final approval. Review and submit invoices for payment. (9%)

8. Travel to on-site and off-site meetings to represent ACTU as well as review and implement administrative and operational procedures required for each grant. Travel to meet with supporting agencies and represent the ACTU and Case Western Reserve University as required. Work closely with program officials to ensure coordination of queries and efforts in a timely and responsive manner. Work closely with unit outreach team on outreach efforts. Responsible for oversight on all official communications and work in conjunction with the school of medicine communication office. (7%)

NONESSENTIAL FUNCTIONS

1. In coordination with administrative research office personnel, responsible for the ongoing tracking of all salary distribution (approximately 30) for University Hospitals and Case Western Reserve University personnel, monthly effort distributions and related reports, including standard error report, and ongoing analysis of salary distribution to ensure grants are properly charged for efforts expended. (5%)
2. In coordination with administrative research office personnel, responsible for initiating reimbursements and purchases for all sponsored projects within the department. Work with the administrative research office support services director, to ensure the administration of ACTU petty cash per Case Western Reserve University policy and provide receipts for reimbursements of petty cash for the CFAR Clinical Core and for the laboratory. Responsible for travel arrangements for ACTU personnel, co-investigators, and international collaborators. (5%)
3. In coordination with University Hospitals CRC, prepare and maintain coverage analysis for each trial conducted, including entering all patient visits and coordinating with University Hospitals employees for the billing for those visits. (5%)
4. Gather information from the Data Management Team and the IRB Regulatory Coordinator for compiling and reporting on the ACTU patient statistics regarding demographics, enrollment projections, human subjects training and IRB information as required by the sponsor of the projects. (<1%)
5. Provide supervision and guidance of special events and meetings. Organize, compile agendas for, attend and take and disseminate minutes and materials for monthly ACTU Executive Committee meetings, Cleveland Immunopathogenesis meetings and other meetings as needed. Responsible for ensuring action items are followed up on, deadlines are met, etc. Plan and implement local/regional and international meetings and other events including but not limited to invited speakers, presentations to sponsors, and other regular/ad hoc meetings/conferences. (<1%)
6. Provide administrative and logistic support for the clinical trials unit and laboratory. Serve as administrative expert for internal and external constituencies on all matters pertaining to the department. Consult with and represent the Principal Investigator, as designated, in communicating with internal and external constituents including preparation of correspondence and reports. Has overall responsibility for smooth functioning of the department. Maintain updated curriculum vitae, biographical sketches, and grant other support documents for Principal Investigator and other investigators in the department. Coordinate Post Doc hires and reviews, Annual Faculty Activity Summary and re-appointments for senior and junior faculty and Research Associates. (<1%)
7. Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with ACTU leadership, faculty and staff. Regular contact with the Senior Director in the Department of Medicine Administration, regarding research.

University: Regular contact with individuals from other departments including Preaward Services and Agreements, Space and Facilities, Faculty Affairs, Human Resources, Finance and Planning, Research Administration, Department of Occupational and Environmental Safety, IRB, contractors and security to exchange information.

External: Regular contact with other hospital faculty (for technical support), investigators and staff. Contact with suppliers, sales representatives and collaborators in and outside of Cleveland to exchange information.

Students: Occasional contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

Supervise all unit administrative clerical and financial staff.

QUALIFICATIONS

Experience: Minimum of 5 years of experience in research management or related field.

Education: Bachelor's degree in Business or Finance required, Master's degree preferred.

REQUIRED SKILLS

1. Successful experience in project development. Ability to plan, organize and manage operations in a complex learning and research environment.
2. Ability to handle office operations, supervisory and training demands with efficiency and a high degree of independence.
3. Teamwork and leadership skills.
4. Experience overseeing supplies and instruments, budgets and negotiations.
5. Understanding of business processes, finances and grant management
6. Ability to exercise meticulous care in the storage and accessibility of sensitive information (maintain confidentiality and data security).
7. Analytical and problem solving skills. Ability to think critically through problems to identify appropriate and feasible solutions.
8. Strong organizational skills. Ability to identify areas for improvement within area of activity.
9. Flexibility, maturity, receptivity to demands and people; excellent interpersonal relations; self-development (must be able and willing to learn and apply new technologies).
10. Strong verbal and written communication skills. Must be able to communicate complex technical information in simple terms to potential users.
11. Demonstrated proficiency in operating systems such as Windows 10 and/or MAC OX 10.5 and other network platforms.
12. Proficiency in MS Word, Excel, PowerPoint and EndNote.
13. Proficiency in Oracle, PeopleSoft ERP/HCM, I-Lab, Sparta, and familiarity with NIH systems (ERA Commons, RePORT, ASSIST, etc.).
14. Must possess advanced analytical skills, file management and basic study design.
15. Ability to interact with colleagues, supervisors and customers in both written word, and face to face.
16. Ability to meet consistent attendance.
17. 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.
18. Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. Requires some travel as necessary.

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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