Business Manager, Biology Department - Cleveland, United States - Case Western Reserve University

Description

Job Description

POSITION OBJECTIVE

Working under minimal supervision, the Business Manager will serve as chief financial advisor to the chair and administrative supervisor for the Biology department, one of the largest and most complex departments within the College of Arts and Sciences. The business manager will collaborate with the chair to establish department policies and procedures, assist the chair with the daily operations of the department, serve as the non-academic leader and financial officer for the department, participate with the chair to implement departmental strategic planning and carry out the administrative functions of that plan. The business manager will support the teaching, research and administrative needs of the department to achieve its mission of excellence, and act as the departmental liaison to the College of Arts and Sciences' Office of Administration and Budget.

ESSENTIAL FUNCTIONS

1. Direct performance of the administrative operations, including direct supervision of three staff members; allocate job assignments, establish deadlines and priorities. Oversee administration of graduate program, information management, employee relations (including functioning as department ombudsperson), staff planning of five annual events and a weekly seminar series, and safety and training. Ensure records are maintained in accordance with university policies and federal labor-related regulations, advising employees of benefits, including learning and development opportunities, Employee Assistance Program (EAP), leave of absence, etc. Listen to, consider, and act upon employee suggestions for the betterment of the department and to help motivate employees and increase morale. (20%)
2. Serve as technical expert and advisor for all aspects of sponsored research operations for the department. Coordinate research grant submissions for a variety of federal and non-federal agencies of varying complexity. Work with faculty and administrators to prepare complex budgets and budget justifications. Review and approve all proposals and proposal budgets prior to routing to chair for approval. Ensure all information and prepared documents are accurate, complete, and meet the requirements of the college and funding agency. Total responsibility for pre-and post-grant award administration from national, private and local agencies. Oversee faculty research grants; forecast, develop, plan, suggest, audit and participate in decisions and discussions relating to expenditures. Oversee the reporting obligations to various oversight organizations; ensure compliance with all federal regulations. Prepare for and participate in internal or external grant audits. Reconcile all financial audits. (25%)
3. Develop a 3 to 5 year business plan in partnership with the department chair. Develop the annual budget and monitor performance against the approved plan. Prepare operating forecast. Approve and monitor expenditures. Analyze budget performance reports to track internal progress and forecast expense for remaining periods, providing financial guidance. Interpret and assess trends and formulate plans to balance expenditures. Develop cost control and monitoring programs. Monitor internal and external environment as it relates to department operations to anticipate and adapt significant changes. Define and evaluate strategic alternatives through the development of financial models and reports, providing recommendations of the course of action. (25%)
4. Oversee all purchases and expenditures from department budgets and faculty research grants. Authorize and/or initiate departmental expenditures of all types, monitoring all PCard activity within the department. Authority to approve purchases up to $5,000. Advise the department chair on expenditures above $5,000. Authorize travel advances, travel reimbursements, other reimbursements and non-PCard purchase requisitions. Reconcile monthly PCard transactions. Process monthly billing through iLab for bio[box] instrumentation facility. (10%)

NONESSENTIAL FUNCTIONS

1. Manage the development and direct the implementation of administrative goals, objectives, policies, procedures, priorities and work standards for the department. Develop and prepare reports and analyses to support the planning process and to monitor implementation. Work with the chair and new faculty with start-up budgets; provide personnel information; maintain and reconcile start-up accounts. Attend department, college and university meetings representing the department. Oversee creation and dissemination of news stories on the department website, social media page, and digital display screen to celebrate achievements by faculty and students. (5%)
2. Manage the appointment and reappointment process for faculty, lecturers, visitors, research personnel and graduate students; oversee the faculty promotion and tenure process. Direct the hiring process for all staff personnel; assist in preparation of job descriptions, salary determinations. Maintain files and process requests regarding personnel and student appointment. Oversee annual review process for all staff. (5%)
3. Maintain up-to-date and accurate knowledge and understanding of the university and college's human resources practices; research administration and grant application award policies and practices; and financial planning policies, procedures and practices. Ensure all information and prepared documents are accurate, complete, meet the requirements of the college/university and are submitted in a timely manner. Ensure effective communication and collaboration between the department and other offices at the university. (5%)
4. Oversee the submission of effort distribution for faculty, senior staff and graduate students, and time approval for non-exempt staff and students. Review effort certifications reports and ensure certifications are timely and accurate. (5%)
5. Perform other duties as assigned. (<1%)

CONTACTS

Department: Continuous/constant contact with chair, faculty, staff, and students. Consult regularly with the chair and other staff members to provide a stable and cooperative department.

University: Continuous contact with Case Western Reserve University entities including the College of Arts and Sciences Administration and Finance, the Office of Sponsored Projects Administration, Human Resources, Payroll, Graduate Studies, Office of the Controller, various Case Western Reserve University departments, and others. Occasional contact with administrators from other management centers for collaborative proposal submissions.

External: Occasional contact with faculty and staff from other universities, grant agency personnel, visitors and guests to Case Western Reserve University to exchange information.

Students: Continuous contact with a diverse group of students to exchange information.

SUPERVISORY RESPONSIBILITY

Direct supervisory responsibility to three support staff: 2 Department Coordinators, and 1 Department Assistant 2.

QUALIFICATIONS

Experience: 7 or more years of related experience required. Experience with financial transactions and staff supervision required; experience in grants administration preferred.

Education: Bachelor's degree required, preferably in business, accounting, human resources or related field.

REQUIRED SKILLS

1. A high degree of follow up, organization, discretion, professionalism, and accuracy is essential for this position.
2. Exhibit a high level of initiative and possess the ability to work independently.
3. Strong interpersonal skills as well as strong organization and management skills.
4. Strong verbal and written communication skills.
5. Computer literacy and familiarity with Microsoft Office, PeopleSoft, and CWRU systems.
6. Willingness to learn and adapt to new people, unpredictable situations and changes to management systems as they occur.
7. Ability to meet consistent attendance.
8. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

General office working environment.

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 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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