Full Job Description
Working with a high degree of independence and under general direction, provide overall administrative expertise for a variety of Department and Institute related functions, including overall management of the Chair and Director’s activities, which includes organizing and preparing for review finance, budget, grant administration, human resources, faculty and staff recruitment, overall organization, purchasing, and space and facilities planning activities. 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 relating to faculty and staff, and has the authority to formulate, affect, interpret, or implement management policies or operating practices.
Manage administrative operations within the office of the Chair/Director. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative and support systems and internal reporting relationships; identify opportunities for improvement and direct the implementation of changes. Develop and oversee support systems for the office, both electronic and manual, to assure the most effective delivery of services. Has overall responsibility for the smooth functioning of the office. Process complex, highly confidential, strategic and time-sensitive information. Arrange meetings and maintain necessary correspondence with attendees. Take minutes. Relay information on sensitive matters to constituents within and external to the university. Responsible for assuring response to both official and casual communications with the office of the Chair/Director and the various constituencies. Compare and evaluate possible courses of conduct and recommend to the Chair/Director the best course of action. May resolve issues on behalf of management. Process and maintain confidential records. (15%)
Consult and represent the department/institute as designated in communicating with internal and external constituents including preparation of correspondence, manuscripts, manuscript reviews, reports, and presentations. Independently research, prioritize, and follow up on multiple incoming issues, and concerns addressed to the chair including those of a sensitive and confidential nature; determine the appropriate course of action, referral, and response. Advise in the understanding and interpretation of university policies and procedures, as appropriate, and ensure that department and institute operations comply with policy provisions and standards from the institution. Investigate and resolve matters of significance under the direction of the Chair/Director. Attend administrative meetings and conferences to achieve cooperation between functions. (15%)
Develop and create content for letters of support and recommendation for individuals submitting grants and those applying for promotion and tenure. Produce well-researched, organized, and accurate content on tight deadlines. Communicate with leadership, collaborators, and potential interview sources for accurate details. Prepare original reports, briefing, presentations, letters, and memoranda. Interface with Department/Institute members for coordination and information sharing, and development of processing systems to enhance efficiency in scheduling meetings, data processing, and preparation of written reports, preparation of slides and brochures for presentations locally and nationally. (15%)
Plan organizational budget needs by working with the Chair/Director to analyze program plans on both a short- and long-range basis by considering past requirements and expenditures and current programs, and future goals. Perform needs assessment, make projections based on multiple items and unknown variables, analyze budget variances and recommend courses of action. Prepare various analytical reports in written and graphical forms based on management needs. Responsible for assuring effort certification for the Chair/Director and his direct reports are completed. (10%)
Advise and direct the Chair/Director in the preparation of grant proposals and applications to include compilation of data necessary for the study design; prepare administrative progress reports for submission to sponsoring agencies. (10%)
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 under the direction of the Chair/Director. 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. (5%)
Manage human resources activities that require Chair/Director input. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Has authority to sign off on paperwork such as requisitions and performance reviews. Provide department orientation for all new staff and faculty. (5%)
Manage faculty recruitment interview schedule, including travel arrangements. Point of contact for faculty candidates to schedule phone, video conference, in-person interviews, and campus visits. Provides itinerary to candidate and faculty search committee. Manage similar activities for the hiring of direct reports to the Chair/Director (5%)
Collaborate with department staff to ensure operational activities are managed, oversee space and facility utilization; coordinate 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. (5%)
Encapsulate department/institute policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the Chair/Director in accordance with department/Institute precedents and policies. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (5%)
Work directly with the Vice-Chair for Education to review courses and ensure that there are instructors and materials for all courses. Initiate appointment process on an as-needed basis. Supervise preparation of and approve appointment paperwork for graduate teaching assistants and fellows. (4%)
Directly supervise designated student employees. Review and determine staffing needs with the Chair/Director for his direct reports, develop necessary job descriptions, and work with the Human Resources manager to select and hire a candidate. (3%)
Liaise with distinguished guests, community representatives, hospital administrators, faculty, alumni, and students for the promotion of, and operations related to, the department and CICB. Serve as an administrative link between the chair, other academic and administrative units of the school, and appropriate central university departments. Manage complex interfaces with a large number of external organizations and individuals. (3%)
Coordinate the department/institute seminars and guest lecture series with a special emphasis toward potential faculty presenting research to the department and other interested scientists throughout the School of Medicine, the university and its hospital affiliates. Research program topics, recruit faculty and guest speakers. Coordinate local and national lectures involving government officials, scientists and researchers abroad. (2%)
Perform other duties as assigned.
Department: Continuous contact with department chair, CICB Director, Administrative Operations Manager, faculty, and staff.
University: Frequent contact with SOM faculty and leadership. Frequent contact with all faculty and administrators as needed. Moderate contact with access services, records, payroll, and benefits.
External: Regular contact with all partner institutions and officials including Cleveland Clinic, MetroHealth, University Hospitals of Cleveland, community affiliates and agencies, government agencies and other health agencies. Regular contact with distinguished guests, community representatives, directors, and researchers at other institutions nationally and internationally. Infrequent contact with moving companies for faculty relocation.
Students: Occasional contact with students.
supervise student employees.
Education/Experience: Bachelor’s degree and 5 years of administrative work experience required. Experience in a university or non-profit setting preferred.
Outstanding verbal and written communication skills: understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively orally and in writing as appropriate for the needs of the Chair/Director. Talking to others to convey information effectively.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
Understanding of sponsored research funding from internal and external sources and administration required.
Knowledge of financial spreadsheets
Strong organizational and interpersonal skills required, both oral and written required. Must be able to organize, write and edit scientific and administrative text relevant to the Chair/Director
Ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and proven ability to successfully follow-through on assigned projects.
Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable, resourceful and a self-starter.
Ability to work with sensitive information and maintain confidentiality.
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 timelines.
Excellent computer skills, with the ability to use/create calendar functions, surveys, Microsoft Office Suite required.
Proactive approach to potential problems, excellent problem-solving skills required.
Excellent computer skills experience, excellent mathematical skills; ability to use spreadsheets, , database packages, numerous online scientific database and interfaces, PeopleSoft and Oracle financial system applications.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face-to-face.
Typical working environment.