Job Description
Job ID
12500
Location
Case Main Campus
Full/Part Time
Full-Time
Regular/Temporary
Regular
Job Description
POSITION OBJECTIVE
Working under limited supervision, the Department Administrator 1 will work closely with the Director(s) of the Child and Adolescent Behavioral Health Center of Excellence (CABH COE) and the CABH COE Administrative Coordinator, and will have recurring interaction with staff of the CABH COE to provide oversight to grants and contracts that support the deliverables of the CABH COE. This position will develop scopes of work and contract documentation, as informed by center leadership, for identified responsible projects. The department administrator will perform business related functions including finance, planning center budget needs, maintaining and monitoring grant and contract budgets, expenditures, and account balances.
ESSENTIAL FUNCTIONS
Plan departmental and project budget needs, analyze plans on both a short- and long-range basis considering past requirements and expenditures, current projects, and future goals. On behalf of leadership, make projections, analyze budget variances, prepare analytical reports and analyses, resolve issues that arise, and recommend courses of action. Develop departmental policies and processes in collaboration with Case Western Reserve University central administration and the Jack, Joseph, and Morton Mandel School of Applied Social Sciences finance team to streamline this work. Prepare various analytical reports based on management needs. Responsible for effort certification and year-end close. (25%)
Assist principal investigators and project leads in the preparation of grant proposals and budgets aligned with the Case Western Reserve University administrative and financial policies. Enter grant proposals into SPARTA and work with the Director of Research Administration at the Mandel School and pre-award services in the university's Office of Research Administration to ensure adherence to university, state, and federal guidelines. (10%)
Maintain externally funded project budgets and records, and monitor and verify expenditures. Meet with principal investigators and project leads on a regular basis to review grant spending and make recommendations on budget adjustments as needed. Ensure that the requirements of the sponsoring agency are met in an efficient and timely manner. Ensure compliance with Case Western Reserve University policies and procedures, and ensure compliance with federal Uniform Guidance 2 CFR 200. Work with director(s) to prepare reports for externally funded projects. (35%)
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. (10%)
Respond proactively to human resources needs within the department. This includes ensuring that all paperwork for employment, terminations, leaves of absence are processed correctly and in a timely manner. Coordinate performance appraisal process, support the recruitment and hiring of new employees, and onboarding of new employees. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. (10%)
Work collaboratively with the administrative coordinator to ensure operational activities are managed efficiently and effectively. These include but are not limited to: organizing and submitting staff travel expenses; making seminar/conference registrations for staff; serving as liaison between the Center of Excellence (CABH COE) and UTech; serve as primary contact point for customers via email or phone; ordering and purchasing supplies; and creating requisitions and payment requests as needed. (10%)
NONESSENTIAL FUNCTIONS
Advise and inform center leadership around existing and emerging department policies and procedures. 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. (
CONTACTS
Department: Daily contact with departmental staff to ensure smooth operations in the course of performing administrative and grant management activities.
University: Regular contact with other university departments for purposes setting up grants and contracts in Sparta, monitoring accounts, and for project invoicing.
External: Regular contact with project awardees, contractors, and vendors to set up purchases, budgets, and obtain invoices. Occasional contact with external grant project administrators.
Students: Infrequent contact with students to exchange information.
SUPERVISORY RESPONSIBILITY:
This position has no direct supervision of staff employees.
QUALIFICATIONS
Experience: 3 or more years administrative work experience required; experience in a university or non-profit setting preferred.
Education: Associate's degree required.
REQUIRED SKILLS
Knowledge of GAAP (generally accepted accounting principles).
Knowledge of federal OMB circulars A-21, A-110 and A-133 sponsored research reporting requirements.
Understanding of sponsored research grants and foundation grants.
Strong organizational and interpersonal skills required, both oral and written required.
Strong writing skills are required for grant editing, policy development, and budget proposal submission required.
Proactive approach to potential problems, excellent problem-solving skills required.
Excellent computer skills experience, excellent mathematical skills.
Ability to develop and use financial spreadsheet.
Ability to utilize accounting software, database packages, PeopleSoft and Oracle financial system applications, and Microsoft Office Suite programs.
Ability to meet consistent attendance.
Ability to interact respectfully with colleagues, supervisors and customers face to face.
Ability to work independently to organize multiple projects.
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.
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.
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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 Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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Case Western Reserve University strives to maintain a diverse and inclusive work environment. All applicants are protected under Federal law from discrimination based on race, color, religion, sex, national origin, disability, age and genetics.
