Description
POSITION OBJECTIVE
Working with a high degree of independence and under general direction, the Department Administrator 2 will provide overall administrative expertise for a variety of business-related functions, including finance, budget, enrollment, grant administration, human resources, purchasing, and space and facilities planning. Function as a technical resource and advisor exercising discretion and independent judgment. The department administrator 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
Responsible for developing and managing department, academic, and research budgets, including reconciliation and forecasting. Provide administrative leadership for the chair. Oversee the year-end close process, monitor, and approve purchases. Plan for departmental needs by analyzing programs on both short- and long-term bases, considering past expenditures, current activities, and future goals. Conduct routine needs assessments, make projections accounting for various factors and uncertainties, analyze budget variances, and recommend appropriate actions. Prepare analytical reports in both written and graphic formats based on management requirements. (20%)
Responsible for managing the overall operations of the Anatomy Master's Program from recruitment to graduation. This includes pre-admission evaluations, post-admission monitoring, course oversight, and handling student stipends and tuition distribution. Actively recruit prospective students in collaboration with faculty and the graduate admissions committee. Guide current students through the degree process, ensuring all regulations and graduation requirements are met. Prepare and submit all required reports to Case Western Reserve University and external stakeholders. (20%)
Responsible for overseeing the operations of the Anatomical Gift Program. This includes coordinating the Anatomical Gift Program Oversight Committee and collaborating with the Anatomical Gift Program Director to manage program operations. The role also involves organizing and overseeing the annual memorial service, serving as a reliable source of cadavers for health professions students at Case Western Reserve University, including those in the MD, PA, dental medicine, and graduate anatomy programs; and preparing and submitting all required reports on program activities to Case Western Reserve University and external stakeholders. (15%)
Serve an active role on the leadership team in developing long and short-term department strategic planning. 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 expected results or outputs from each key activity or strategic initiative. Provide analysis of milestones achieved in written and graphic report form to management. (10%)
Manage human resources activities within the department. Advise supervisors on pay issues, affirmative action requirements, 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. Has authority to sign off on paperwork such as requisitions and performance reviews. Provide department orientation for all new staff and faculty. Responsible for effort certification and salary distribution. 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. (15%)
Collaborate with department staff to ensure operational activities are managed, oversee space and facility utilization; oversee and manage purchasing, maintenance and renovation activities for the department; administer a program of property management and accountability. Develop the most efficient and effective means for purchasing supplies. Negotiate and facilitate major equipment purchases and installations. (10%)
NONESSENTIAL FUNCTIONS
Create department policies and procedures, make decisions on specific operating problems and issuing instructions in the name of the department chair in accordance with departmental precedents and policies. 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. (5%)
Represent department chair in administrative meetings and/or conferences in order to achieve cooperation between functions. (5%)
Perform other duties as assigned. (<1%)
CONTACTS
Department: Continuous contact with the department chairman, faculty and administrative staff in Anatomy regarding operations.
University: Continuous contact with all central departments in the university including but not limited to School of Medicine Finance, Human Resources and faculty services, Immigration and HR services, Graduate Studies, central Controllers Office, and central Human Resources to exchange information.
External: Frequent contact with other medical institutions including University Hospitals Cleveland Medical Center, Cleveland Clinic, the Weatherhead Institute for Family Medicine and Community Health, Bureau of Vital Statics, contractors and vendors to exchange information.
Students: Continuous contact with department of Anatomy MS, and MD/MS students to exchange information.
SUPERVISORY RESPONSIBILITY
Directly supervise one Department Assistant 3. Oversee time reporting and human resources for one Teaching Associate, and a mortician.
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
Must be highly organized and self-motivated and have a strong work ethic.
Must be a strong decision maker providing leadership and acting with limited supervision.
Discretion in the use of confidential information
Must have excellent communication skills, both oral and written, and strong interpersonal skills with the ability to interact with faculty, staff, students at all levels, including at external academic institutions and sponsor organizations.
Knowledge of curriculum development and administrative needs of higher education programs.
Familiarity with NIH projects and policies and procedures, as well as basic science research and multi off-campus projects required.
Must have strong financial tracking skills. Excellent computer skills experience, excellent mathematical skills; financial spreadsheets.
Understanding of sponsored research grants and clinical trial grants administration.
Employee management skills; ability to educate/train staff, delegate and supervise effectively.
Proactive approach to potential problems, excellent problem-solving skills.
Excellent computer skills experience, excellent mathematical skills; ability to use financial spreadsheets, accounting software, NIH application software, database packages, PeopleSoft and Oracle financial system applications.
Demonstrated history of 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
Typical working environment. The employee will use computer mouse and keyboard to type. This position is hybrid eligible after the successful completion of 90 day orientation period. Additional time may be needed during deadlines, but only on occasion. Flexibility needed for deadlines and extenuating circumstances.
Requirements
QUALIFICATIONS
Experience: 5 or more years administrative work experience required; experience in a university or non-profit setting preferred.
Education: Bachelor's degree required.
