Title: Assistant Dean for Administrative Operations
Department: Finance and Administration
The Assistant Dean for Administrative Operations is the strategic leader for developing and maintaining productive, efficient and effective academic and research operations of the School of Medicine in the basic science, clinical, and educational departments. The Assistant Dean will represent the School of Medicine for the development of new administrative policies and procedures and communicate and/or train faculty and staff as needed for implementation. The Assistant Dean oversees the Administrative Operation Hubs that provide department research administration for the departments based at University Hospitals and MetroHealth System. Additionally, the Assistant Dean for Administrative Operations will work closely with SOM senior leadership and departmental leadership to develop long- and short-term strategic initiatives and will align staffing levels, positions, and organization structures within the changing academic business environment to assure the best use of limited financial and human capital resources.
Provide strategic leadership by setting goals and priorities while measuring outcomes in Medical Education and academic departments. Define and evaluate strategic alternatives through the development of financial models and reports, provide recommendations on a course of action when needed. Perform comprehensive reviews on policies and processes to improve efficiency and effectiveness within departments and within Medical Education. Develop and maintain tools for analysis of current and future strategic objectives for the School of Medicine as a whole and for individual departments, Hubs, and central offices. (20%)
Develop a long-range strategic plan for administrative staffing levels that encompasses all educational and research operations including intersections with affiliate hospitals. Such planning may include various forms of administrative shared service models and collaborations that improve efficiency and/or reduce cost. Work closely with the Assistant Dean for Finance and Planning to assure strategic initiatives are incorporated into the five-year plan. (15%)
Work with the medical school and central university administrative offices to identify, evaluate, and design new programs, initiatives and operational policies that drive efficiency and minimize bureaucracy. (10%)
Make recommendations on policy development and implementations as well as strategic alternatives. Provide ideas and solutions to address problems and formulate alternative strategies. Identify and recommend cost saving measures and innovative business practices. (5%)
Actively monitor the long- and short-term strategic business plans, operational systems, staffing, policies, and other related matters that impact the School of Medicine while never losing sight of the school’s research and educational goals and objectives. Communicate concerns, changes and recommendations to senior leadership in a timely manner. Review and update departmental level policies and procedures to improve compliance and operations. This will entail reviewing financial and non-financial information from a variety of sources, while benchmarking and working with faculty and staff throughout the School of Medicine. Evaluate all operational processes to determine value added and cost effectiveness. (15%)
Lead and execute administrative reorganizations within departments/centers. (5%)
Provide leadership throughout the School of Medicine by evaluating needs, setting goals and priorities and measuring outcomes. Develop and maintain tools for analysis of current and future strategic objectives for the School of Medicine as a whole, as well as individual departments and centers. Continuously analyze funding streams (operational, gifts, endowments, research) for academic departments to optimize limited resources while maintaining the overall educational and research mission of the SOM. (10%)
Supervise and mentor department Administrators and or Business Managers. Address Human Resources issues as needed. Act as a mentor with the Administrators to help them achieve their career goals. Consult and advise Administrators to assist with creative problem solving. (10%)
Perform the daily administrative functions for departments when needed during transition periods from reorganizations and during employees’ leaves of absence. Approve time sheets for administrators in departments who report to the Assistant Dean. (5%)
Perform other duties as assigned. (5%)
Department: Communicate daily with assigned department managers, Hub directors and other personnel. Frequent contact with many department chairs and faculty in both departments where oversight of daily operations is required and with other departments for training and consultations. Work closely with SOM Office of Finance and Administration, Human Resources, Grants & Contracts and Research Administration
University: Daily interactions with the Controller’s office, Office of Sponsored Project Administration, Research Administration, Accounts Payable, Procurement and Human Resources.
External: Frequent contact with peers from other institutions and funding agencies
Students: May have contact with student interns.
Provide direct oversight and supervision of currently 24 administrative staff that support multiple departments (e.g. UH clinical departments, MetroHealth System, Pharmacology, VA). Oversee administrators with dual reporting to Finance and Planning. May supervise student interns
Experience: A minimum of 10 years of progressive experience in a related field required. Experience in an academic and/or medical center environment preferred; experience with budgets, fund accounting and/or grant management desired. Supervisory or project management experience required.
Education: Bachelor’s degree in accounting, finance or related field required. Master’s degree or CPA preferred.
Complete set of the skills required to manage a complex research portfolio including P30, R01, R25, P20, K12, K25, U01, T32, and T35 federal grants and clinical trials as well as have a complete understanding of industrial contracts, state grants and contracts, and foundation grants to be able to assess needs, successfully re-staff departments and educate staff and faculty.
Complete understanding and be able to educate others about HIPAA and FERPA regulations.
Familiarity with university policies and procedures relating to fiscal controls and operations, including budgets, forecasts, grants administration and endowment management.
Effective communicator and negotiator.
The ability to perform analyses on both a routine and ad hoc basis; the ability to recognize and interpret trends and nonstandard results.
Extensive knowledge of the university’s activities, both research and teaching, which include a knowledge of federal regulations governing the use of federal funds.
Ability to think on both strategic and tactical levels.
Ability to work independently and as part of a team.
Excellent organizational skills.
Demonstrated ability to develop relationships with different types of stakeholders within the SOM and university community.
AHigh degree of professionalism and discretion is mandatory to work with confidential information.
Supervisory and/or project management skills
Knowledge of ERP financial software (PeopleSoft and Data Warehouse systems including queries) highly desirable. Microsoft Office applications a must.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
Normal office work environment.
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.
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 Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
NOTE / HOW TO APPLY
CWRU offers a flexible benefits package including tuition waiver for employees and dependents. Respond in confidence, including salary history to: jobs.case.edu, Human Resources job code #7620.