Manager of Administrative Operations

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $56,395 and $71,340, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

The manager of administrative operations is responsible for management of the business and administrative activities of the Master of Science in Anesthesia program. These activities include business planning, recruitment and admissions, human resources management and operations, and all aspects of MSA Program management at our Cleveland location. The manager will develop a 3-5 year business plan and an annual budget, plan financial strategies, oversee all aspects of the budget, and is ultimately responsible for the daily integrity of that budget. Currently, the program in Cleveland has a 2.5-million-dollar operating budget annually. The manager will provide leadership, advice and guidance regarding financial and administrative policies and procedures. This position will be responsible for the human resources functions of our Cleveland program location. The manager will be responsible for organizing complex tasks, oversee the hiring and supervision of staff as needed, delegate responsibilities to assure smooth daily operations, and institute changes in departmental policies and procedures.

Essential Functions

• Develop and manage a 3-5 year business plan that incorporates its vision, goals and objectives, student recruitment figures, and resulting financial forecast. Prepare annual program operating budget ($2,500,000). Prepare quarterly budget forecasts for the program and medical director. Define and evaluate strategic alternatives through the development of financial models and reports, providing recommendations on the course of action. Develop a business plan including space allocation as needed. Oversee Pcard expenditures. Review all monthly statements to assure expenses are valid and assigned to correct funding source. Serve as the liaison both within the university and from external entities for all fiscal matters and resolve any concerns or discrepancies. Work with appropriate university office to set up new project accounts. Serve as MSA program resource for account setup policies and procedures. Handle stewardship for all gifts, awards and checks. (30%)
• Provide managerial leadership for all aspects of the program. Design the organizational structure of the program and hire accordingly. The manager will need a complete understanding of program operations and be the key communicator of program and university policies and procedures. Train personnel and effectively solve problems. (30%)
• Oversee recruitment efforts and the admissions process for the program, and maintain university standards related to the School of Medicine. Develop applicant correspondence strategies. Track applicant ranking for enrollment and university purposes. Oversee admissions/interview process and correspondence. Create a comprehensive recruitment strategic plan including visits to undergraduate campuses, career fairs and conventions for recruiting purposes. (10%)
• Provide program administration. Lead core team meetings. Develop and maintain all policies and procedures of the program. Assist in updating Program Policy Manual in accordance with program and university standards. Keep all institutions informed of student clinical rotation schedules. Perform all functions regarding the national accreditation process for the program and the university. Maintain relations with accreditation review committee (ARC) inclusive of preparing the ARC self-study and organizing the ARC site visit. Prepare year-end review of program. Maintain all relations with the academic arena inclusive of national organizations, AA programs, and potential programs. Maintain relationship with current AA programs for the purpose of promoting the profession. Offer guidance to interested institutions or start-up programs. Maintain relationship with governing and affiliated organizations such as AAAA, AAAEP, ARC-AA, CAAHEP, etc. Manage the national accreditation process for the program and the university. Develop and maintain information systems to better meet university and program research needs. Oversee data collection and provide data analysis to program director. Maintain site-specific pages on program web site. (6%)
• Counsel and advise students on clinical rotation placement opportunities. Identify possible jobs and references. Serve as liaison with state boards. Develop clinical rotation placements for first- and second- year students. Instruct faculty in grade submission, track student grades, and maintain all course changes/approvals. Facilitate student registration and provide feedback from student/faculty course evaluations to appropriate program personnel. Collaborate with faculty to evaluate student progress, problems, and action needed, ensuring frequent communication with the program director. Monitor student academic performance, identify concerns and trends and work with faculty to discuss and evaluate student progress, problems and action needed. Assist faculty in preparing midterm and final exams. Assist in coordinating the program's ASA leadership reception and its Honors Dinner for graduating students and their families. Schedule and prepare student orientation. Coordinate program development with appropriate university officials. Oversee maintenance of all student records (6%)
• Develop and implement marketing campaign for the purposes of program expansion, including increased applicant interest and potential employer interest. Develop marketing strategies aimed at undergraduate programs, and work in conjunction with MSA enrollment manager to promote the program. Create and maintain relationships with anesthesiology directors for employment purposes. Maintain alumni information in association with the university. Update and distribute printed materials to target markets. Coordinate program and university representation at various conferences (i.e. ASA, AAAA, NAAHP). (6%)
• Manage Cleveland program location Human Resources activities. Supervise one department assistant and meet with the assistant regularly to encourage communication and address concerns. Participate in disciplinary actions and annual performance reviews. Approve staff time sheets/attendance information. Track personnel vacation, sick and work time to ensure that Human Resources policies are maintained. Complete annual performance reviews as needed. Prepare staff job descriptions, coordinate the interview and hiring process as needed. Oversee staff hiring and termination procedures to assure compliance with departmental, school and university requirements. Complete university payroll forms as needed. Attend/participate in university training sessions to keep up to date with policies and procedures. Encourage appropriate staff to participate as well. (6%)
• Produce and maintain space inventories. Work with university personnel for renovations as needed. Coordinate maintenance and upkeep of program facilities. Maintain equipment inventories. Facilitate major equipment purchases and installations. (4%)
  
  
  

Nonessential Funcitons

Perform other duties as assigned. (2%)

CONTACTS

Department: Daily contact with Medical Education department faculty, and with program administration, staff and students. Weekly contact with program director, medical director, and directors of our other campus locations to provide information. Regular contact with executive program and medical director during network update meetings and communications.

University: Frequent contact with Case Procurement & Distribution Services, Accounts Payable, and Travel Services to give information and facilitate program's financial activities. Regular contact with Medical Education office, Visa office, University Financial Aid, University Registrar, University Health and Counseling Services, and Student Affairs to perform essential functions. Occasional contact with school of medicine Office of Faculty and Human Resources, and with central HR to submit performance evaluations and paperwork for program personnel, or to seek advice or training. Occasional contact with General Accounting to request the set-up of program accounts. Moderate contact with the Office of General Counsel to request legal advice on clinical and fiscal matters.

External: Daily contact with prospective students; and frequent contact with outside vendors, independent contractors, and distributors of medical equipment and/or product suppliers to perform essential functions. Frequent contact with alumni and outside organizations to provide information, including professional organizations (American Academy of Anesthesiologist Assistants, American Society of Anesthesiologists, other national organizations), Accreditation Review Committee, anesthesiology department directors, anesthesiologist assistants at clinical rotation sites, undergraduate university programs.

Students: Daily contact with MSA students and prospective students to recruit, admit, retain, and resolve problems.

Supervisory Responsibilities

Supervision of 2 full-time staff employees (Education Specialist and Education Coordinator).

QUALIFICAITONS

Experience: 8 years of related experience required, preferably within an academic or medical setting.

Education/Licensing: Bachelor's degree required.

Required Skills

• 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.
• Experience in financial analysis and budgeting. Familiarity with purchasing, payables, receivables, Internet expenses, e-procurement, cash management and project accounting experience preferred.
• Capacity to render independent judgment and take responsibility for initiating and coordinating activities in support of recruitment and admissions.
• Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with faculty, staff, students, and with individuals outside the University.
• Strong organizational skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow-through.
• Excellent customer service skills; ability to maintain effective working relationships and address the potential and current needs of customers.
• Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff.
• Ability to work effectively, independently, and collaboratively within a team. Must be highly motivated, responsible, dependable and a self-starter.
• Ability to work with sensitive information and maintain confidentiality.
• Effective problem-solving skills; must demonstrate excellent analytical skills, sound judgment and good decision-making.
• 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 timeline.
• Proficiency in Microsoft Office and database management. Sufficient knowledge and experience with databases and spreadsheets to effectively manage information systems.
• Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.
• Experience with ERP PeopleSoft systems preferred.
• High degree of integrity essential.
• 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

Duties performed in the administrative office environment, no health hazards. Some travel and driving required.

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.

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 Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.