Department Administrator 1

Case Western Reserve University - Cleveland, OH4.1


Working under limited supervision, provide overall administrative management and coordination for the Swagelok Center for Surface Analysis of Material (SCSAM). Duties include a variety of business related functions; finance, marketing, budget, contract/grant administration, and human resources. Function as a technical resource and advisor exercising discretion and independent judgment. The department administrator has authority to waive or deviate from established policies and procedures without prior approval.


Support the leadership in implementing long- and short-term center strategy planning goals. Develop a work plan with key activities, deliverables, and milestones for individuals, program team or organizational unit. Provide the expected results or outputs form each key activity or strategic initiative. Report on milestones achieved. (10%)
Prepare and maintain center budget needs by analyzing program plans on both a short- and long-range basis by considering past requirements and expenditures and present program plan. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances and recommend courses of action. Prepare analytical reports and analyses. Responsible for effort certification and year-end close. (10%)
Facilitate communications for industrial clients. Handle all queries for billings, invoicing, collections and positing of SCSAM equipment usage. Process service contracts for instruments in SCSAM totaling approximately $450,000 annually. Collect invoice payments and prepare cash deposits weekly. Tactfully interact with external customers to resolve overdue invoices. (30%)
Prepare and review contract/ grant proposals and applications to include compilation of data and preparation of estimated budget expenditures; monitor and verify 1.5M in expenditures and collections; ensure compliance with university and external clients’ policies and procedures; prepare administrative reports for submission to external clients. Meet with the director and engineers on a regular basis to review funding versus budget and give appropriate financial direction. When necessary ensure compliance with federal regulations as outlined in A-21, A110 and A133. (10%)
Prepare requisitions, reimbursement requests, and make P-card purchases for the full-time staff of SCSAM. Order and maintain office supplies. Make travel arrangements and prepare travel expense forms for reimbursement. Maintain up-to-date knowledge of university’s travel policy. (10%)
Coordinate human resources activities within the department. Interpret departmental, school, and university policies and procedures, manage recruitment, placement and termination, assist with the resolution of conflicts and coordinate the performance appraisal process. 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. (16%)


Establish a comprehensive marketing campaign in concert with the CSE director of marketing targeting the entire university. Maintain a clear, concise and effective online presence for the center. (5%)
Develop and implement center 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. (5%)
Perform other duties as assigned. (4%)


Department: Daily contact with administrative director of the center and staff engineers to provide administrative guidance, interpret policy and maintain workflow.

University: Contact on a regular basis with the School of Engineering Budget Office, and Corporate Relations. Regular contact with administrative, research and academic staff in various academic departments to resolve internal cross charge questions and other university administrative offices as needed. Additional contacts as necessary.

External: Answer inquiries and resolve issues for external clients of the center.

Students: Daily contact with student users of the center to exchange information.


Supervise temporary and part-time clerical staff and student employees.


Experience: 3 or more years administrative work experience required; experience in a university or non-profit setting preferred.

Education/Licensing: Associate’s degree required.


Ability to adapt to changing priorities.
Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles)
Knowledge of federal OMB circulars A-21, A-110 and A-133 sponsored research reporting requirements
Strong organizational and interpersonal skills required, both oral and written required
Strong writing skills are required for 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 use financial spreadsheets, accounting software, grant application software, database packages, PeopleSoft and iLab financial system applications.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.


Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.