Manager of Administrative Operations, #9416

Case Western Reserve Univesity
30+ days ago



Working with a high degree of independence and under minimal direction, the Manager of Adminitrative Operaitons will be a central position in the administrative structure for Pathology, a dynamic, hybrid, research-intensive department in the School of Medicine with approximately 20 million dollars in research expenditures each year. The manager will have the responsibility for organizing complex tasks, providing leadership, advice and guidance regarding financial and administrative policies and procedures, and oversee the financial analysis of over 200 research grants, advising faculty to assure projects are managed as they were proposed to funding agencies. The manager will directly with the Pathology grants team and closely with all members of the administrative team to assure financial operations are in full compliance of university and funding agency regulations.


  1. Strategic Operations: Provide financial and administrative leadership to the department working closely with the Pathology chair and administrative director to implement the strategic goals and objectives of the department consistent with the long-term plan of the School of Medicine.  This would include participation in the strategic planning for the department, overseeing the fiscal health of the department across all missions, development and monitoring of the 3-to-5-year financial plan, monitoring progress towards goals, and ensuring the efficient operations of the department. Oversee the financial aspects of grant administration and applications.  Plan departmental budget needs by analyzing program plans on both a short and long-range basis by considering past requirements and expenditures and present program plan.  Perform needs assessment, make projections based on multiple items and variables, analyze budget variances and recommend courses of action.  Prepare analytical reports and analyses.  Recommend, develop and implement changes to department policies and practices. Receive assignments in the form of objectives with goals and the process by which to meet goals. Exercise judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provides priority setting and workflow analysis (25%)
  2. Financial Management: Responsible for all aspects of fiscal management, including prospective analysis of funding sources, endowments and development of pro-forma financial statements. Meet regularly with department director to review performance matrices. Collaborate with Pathology grants team and faculty to enhance sponsored research grant programs. This includes seeking funding opportunities and guidance in application processes. Work with the Pathology grants team to prepare monthly financial reports for individual faculty with basic and/or clinical research grants and/or programs, establishing benchmarks for budgetary review. Review analysis of staffing expenses, non-salary expense projections and annual funding to provide an opportunity for the faculty to effectively manage their individual research programs. Responsible for effort certification and year-end close.  Authority to accomplish objectives within basic guidelines and policies; only special problems are referred to director or chair. (25%)
  3. Sponsored Programs: Provide day-to-day administrative leadership for all aspects of sponsored research operations for assigned departments. This includes pre-award processing, budget preparation, grant submission, post-award grant management and financial.  Assure faculty fulfillment of all obligations and responsibilities in sponsored research including complete compliance with all federal and state regulations and laws.  Investigate allegations of fraud and financial compliance questions/issues using available resources such as sponsor regulations, university policies and procedures, and the network of informed individuals such as the principal investigator, departmental or research administrator, business manager, chair or dean. (20%)
  4. Function as a technical resource and advisor on financial and regulatory issues to faculty and staff. Provide leadership, advice, and guidance regarding financial and administrative policies and procedures. Serve as department expert on university policies and procedures (financial and procurement) and the policies and procedures of outside funding agencies. (10%)
  5. Prepare and maintain departmental operating budget needs by analyzing program plans on both a short and long-range basis by considering past requirements and expenditures and present program plan. Perform needs assessment, make projections based on multiple items and variables. (10%)


  1. Provide coverage for Administrative Specialists when necessary to ensure all grants meet deadlines. (5%)
  2. Have a complete understanding of Case Western Reserve Univeristy financial, HCM, and proposal routing systems to be able to complete the tasks assigned to staff if needed. (<1%)
  3. Provide back up as needed to all Pathology staff functions (<1%)
  4. Perform other duties as assigned. (<1%)


Department: Daily contact with faculty and staff.

University: Regular contact with the medical school office of Sponsored Projects and university office of Sponsored Projects for seminars and training sessions as scheduled.

External: Contact with representatives of funding agencies as required.

Students: Daily contact with students.


Directly supervise one human resources administrator, one assistant director of procurement, and four administrative specialists.


Experience: Minimum 6 years of experience required in financial management including grant and operational finance management.

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


  1. Strong interpersonal skills; ability to work and communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university, and with individuals outside the university. Good interpersonal skills; ability to work and communicate with various individuals within and external to the university.
  2. Professional and effective oral and written communication skills
  3. Strong organization skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and proven ability to successfully follow-through on assigned projects.
  4. Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff.
  5. Ability to work effectively independently and collaboratively within a team. (Must be highly motivated, responsible, dependable and a self-starter
  6. Ability to work with sensitive information and maintain confidentiality
  7. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timeline.
  8. Excellent computer skills including mainframe applications experience; excellent mathematical skills; ability to use or learn to use financial spreadsheets, accounting software, NIH application software, database packages, PeopleSoft and Oracle financial system applications.
  9. Ability to meet consistent attendance. 
  10. Ability to interact with colleagues, supervisors and customers face-to-face.


Standard office environment.

Job Information

  • Job ID: 59346235
  • Location:
  • Position Title: Manager of Administrative Operations, #9416
  • Company Name: Case Western Reserve Univesity
  • Job Function: Admin/Clerical/Secretarial
Education / Teaching / Administration
Cleveland , OH , US

Case Western Reserve University is one of the country's leading private research institutions. Located in Cleveland, we offer a unique combination of forward-thinking educational opportunities in an inspiring cultural setting. Our leading-edge faculty engage in teaching and research in a collaborative, hands-on environment. Our nationally recognized programs include arts and sciences, dental medicine, engineering, law, management, medicine, nursing and social work. About 4,200 undergraduate and 5,600 graduate students compri...

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