POSITION OBJECTIVE

Working independently and with a high degree of discretion and proactive judgement, the Administrative Director for Administrative Director for Clinical Research Education Programs will serve as a lead member of the Population and Quantitative Health Sciences education administrative team and is responsible for managing activities related to student recruitment, admissions, and onboarding for the department’s 8 graduate programs, 2 graduate certificate programs and 1 undergraduate program. Working with the department’s Vice Dean for Education, the administrative director for clinical research education program will oversee 2 administrative directors and an education coordinator. As a key liaison across multiple academic programs, this position is responsible for providing leadership, and oversight for all activities related to students and trainees, including overseeing the admissions processes; developing and implementing strategies and plans for all educational and training programs; acting as a national liaison for purposes of promoting the departments educational programs. This position is responsible for the strategic design and operationalizing enrollment initiatives and identifying opportunities to maintain communication with the applicant and admitted students.

ESSENTIAL FUNCTIONS

1. Strategic Operations: Provide administrative leadership to the department’s education program working closely with the vice dean of education and program directors to implement strategic plans and objectives of the programs consistent with the long-term plans of the School of Medicine. This includes developing strategic plans regarding the development and management of its portfolio of educational/training programs. Work closely with the vice dean of education in department oversight and review of PQHS programs, development of new program proposals, dept-wide evaluation of programs. Direct the self-study process and documentation for the twice in 10 years reviews of our educational programs (10-year review for school of medicine of all departments and the state’s 10-year review of all graduate programs). Develop proposals for new educational programs: certificate, degree, and continuing education. Recommend, develop, and implement changes to department policies and practices. Exercise judgement with defined procedures and policies to determine appropriate action Identified risks and responds accordingly. (30%)
2. Education Program Operations: Manage pre-matriculation phase and oversee application review process and processing of admission decisions. Supervise the development of databases to better meet program needs. Oversee implementation of databases for various aspects of program related functions. Create policies and procedures to develop and modify the program curriculum, including course and thesis development, as well as standards for syllabi. Improve and monitor implementation and compliance for all student handbooks for each degree program, and the advisor/mentor handbook. Develop recruiting, marketing and communication strategies and materials for clinical graduate educational programs. Direct procedures and communications related to program admissions working with university marketing and communications. Manage all aspects of the recruitment and application process; preparing reports for admissions committee review; preparing interview schedules; representing and promoting the programs at appropriate recruiting meetings, including forums for recruitment of underrepresented minority students; and ensuring compliance to university standards is maintained. Mediate between students and the university school of graduate studies concerning issues related to tuition, financial aid, and course registration, and serve as a resource to students to resolve these issues timely without placing a burden on the student. (30%)
3. Financial Management: The department’s education program has three separate operating budgets. This position will be responsible for managing two operating budgets. The administrative director will develop annual budgets and monitor performance against the business plan. Meet regularly with the vice dean of education and the department’s director for administrative operations to review performance matrices. Ensure accuracy of the monthly statements for each program. Analyze financial statements to track and forecast progress for the remaining periods of the fiscal year. (15%)
4. Supervisory/Administrative Operations: Lead twice monthly meetings with faculty program directors, and program faculty members to address common student issues across programs, standardize policies and program handbooks, standardize student communications around all School of Graduate Studies required actions/deadlines, e.g. application for graduation, removal of incomplete grades, leaves of absence for non-registered students. (10%)
5. Sponsored Programs: Direct the preparation of federal and non-federal training grant applications, including maintaining files of current funding opportunities, trainee appointments, and other training-related correspondence, and work with proposal team. Manage T32 grants by making decisions on the distribution of funds, reviewing monthly expense reports and monitoring expenditures on each training grant for appropriate salaries, stipends, training-related expenses, or programmatic expenses. Manage the data tables required by the NIH for the T32 proposals and progress reports. Assist in preparation of T32 proposals. Work in collaboration with the principal investigator, executive director of the Clinical and Translational Science Collaborative and its multidisciplinary clinical research training program (KL2), office of the dean of the school of graduate studies, university registrar, financial office of the school of medicine, and offices of the deans of the schools of medicine, nursing, and dentistry to ensure adherence to national consortium guidelines for the educational needs of each component with the certificate and degree programs and Clinical and Translational Science Awards educational activities and non-Case Western Reserve University clinical and translational science collaborative partners (MetroHealth/CCF). (10%)

NONESSENTIAL FUNCITONS

Provide other educational program support as needed, cross training with administrative team in general particularly for peak periods and vacation schedules. Perform additional duties as assigned. (5%)

CONTACTS

Department: Continuous contact with directors, co-directors, and program faculty for the Master’s in Clinical Research and the PhD in Clinical Translational Science, and other clinical and translational science collaborative members, students, both at the post and predoctoral level. Daily contact with population and quantitative health and science staff as required for completing job functions.

University: Regular contact with other university administrative areas and centers at all levels including office of the dean of the school of graduate studies, university registrar, Bursar’s Office, financial office of the school of medicine, and offices of the deans of the schools of medicine, nursing, and dentistry.

External: Moderate contact with all partner institutions and officials including Cleveland Clinic, MetroHealth, University Hospitals of Cleveland, NIH, Veterans Administration, funding foundations, non-profit organizations, other clinical and translational science awards programs and other health care agencies.

Students: Continuous contact with the program’s graduate students; see above.

SUPERVISORY RESPONSIBILITIES

No direct supervision of staff.

QUALIFICAITONS

Experience: 5 years of experience required. Prefer experience in a public health, medical or education setting with emphasis on curriculum development, research training, understanding of group behavior, and student counseling.

Education: Bachelor's degree required.

REQUIRED SKILLS

1. Demonstrated leadership and progressive administrative and operational responsibility in an academic and/or non-profit environment.
2. Professional and effective oral and written communication skills; and good interpersonal skills with the ability to work and communicate with various individuals within and external to the University. Must demonstrate appropriate cultural sensitivities to international contacts.
3. Strong organizational skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, follow-through.
4. Ability to work independently and use appropriate discretion in decision-making as it pertains to the department educational portfolio in clinical research (CRSP, CTS, CTSC/ KL2 programs).
5. Must be a team player, with the ability to effectively work with and collaborate with others to achieve the same goal.
6. Effective problem-solving skills; must demonstrate excellent analytical skills, sound judgment and good decision-making. Must be able to identify and/or anticipate needs or problems and make adjustments or changes as necessary.
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. Must demonstrate confidentiality with sensitive information.
9. Advanced skills with Microsoft Word/Excel/PowerPoint, email, internet search engines, calendar manager, etc.
10. Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.
11. Ability to meet consistent attendance.
12. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

University office setting. Friendly and supportive team culture. University education missions sometimes require working longer than 8-hour days. The person in this position must be dedicated to his/her team and give full attention to his/her role in it. No known hazards. Requires extensive sitting and dexterity to perform work on a PC. Requires ability to travel between collaborating institutions (Cleveland Clinic Health System, Case Western Reserve University, University Hospitals and MetroHealth Medical Center) to perform duties and attend meetings. This position is eligible for the staff hybrid work program.