Description

POSITION OBJECTIVE

The Finance and Operations Manager will provide overall administrative expertise and leadership across a broad range of business-related functions, including finance, budget, grant administration, human resources, purchasing, and space and facilities planning. Working with a high degree of independence and under minimal direction, this role is responsible for organizing complex tasks, preparing and distributing analytical reports, advising faculty to ensure projects are managed in accordance with proposals and funding agency requirements, and providing guidance on financial and administrative policies and procedures.

In addition to these responsibilities, the Finance and Operations Manager will oversee the operations of the Anatomical Gift Program, ensuring a reliable and clinically appropriate supply of cadavers to support the Gross Anatomy, Radiology, and Living Anatomy (GARLA) curriculum, a key component of the Medical Education curriculum at Case Western Reserve University School of Medicine. This position requires strong organizational and leadership skills to support both academic and operational priorities, bridging finance, administration, and programmatic oversight.

ESSENTIAL FUNCTIONS 

Financial Management: responsible for all aspects of fiscal management, including budget development, financial planning, and oversight of departmental funding and endowments. Provide strategic financial guidance to the chair and faculty, informed by regular performance reviews and forecasting. Partner with the grants team to deliver monthly financial reports, ensuring clarity and accountability for research programs. Direct the development of short- and long-term budget plans, grounded in historical data and future program needs. Monitor expenditures, analyze variances, and recommend strategic adjustments. Oversee staffing and operational costs to optimize resource allocation. Responsible for effort certification, year-end close, and adherence to institutional financial policies. (15%)
Strategic Operations: partner with the chair to drive the department's strategic and financial goals in alignment with the long-term plan of the school of medicine. Provide financial leadership and operational insight to support decision-making, resource allocation, and departmental growth across all missions. Lead development and oversight of a 3 to 5-year financial plan, ensuring fiscal health and operational efficiency. Use data analytics to forecast expenditures, evaluate trends, and generate actionable financial reports. Monitor progress against strategic objectives, identify performance gaps, and recommend improvements to strengthen departmental outcomes and sustainability. (10%)
Anatomical Gift Program Oversight: oversee the operations of the Anatomical Gift Program to ensure a reliable and clinically appropriate supply of cadavers in support of the Gross Anatomy, Radiology, and Living Anatomy (GARLA) curriculum, a core component of the medical school's Structure block for MD, PA, dental medicine, and graduate anatomy students. Collaborate with the program director and oversight committee to ensure ethical, safe, and dignified management of all donations, in compliance with HIPAA, state anatomical gift laws, and accreditation standards. Prepare and submit required reports on program activities to the University and external stakeholders. Oversee the annual memorial service honoring donors and their families. (15%)
Anatomy Master's Program: Oversee all aspects of the Anatomy Master's Program from recruitment through graduation. Oversee pre-admission evaluations, admissions monitoring, course delivery, student stipends, and tuition distribution. Collaborate with faculty and the graduate admissions committee to actively recruit prospective students and ensure strong program enrollment. Guide students through the degree process, ensuring compliance with all academic regulations and graduation requirements. Prepare and submit required reports to the university and external stakeholders, maintaining accountability and transparency across the program. (15%)
Aerospace Physiology Program Management: Oversee all aspects of the Master of Science in Aerospace Physiology (MSAP) program, including student recruitment, admissions, progression tracking, and stakeholder engagement. Represent the program at clinical and professional conferences (Nursing, Respiratory, Medical, Aerospace, Space) to recruit prospective students and communicate career opportunities, program offerings, and programmatic partnerships. Respond to inquiries from prospective and current students via in-person or virtual meetings, providing guidance on admissions, registrar processes, financial aid, and tuition-related policies. Manage website updates and other communications to ensure accurate and timely program information. Collaborate with stakeholders, including the USAF, USN, NASA, FAA, and USAF School of Aerospace Medicine, to strengthen program alignment with industry needs. Track student progression through MSAP and certificate programs, ensuring compliance with graduation requirements and registrar documentation. Review applications and oversee the administrative process for student acceptance or denial. (15%)
GARLA Curriculum and Bootcamps: Partner with faculty leadership to plan and manage delivery of the Gross Anatomy, Radiology, and Living Anatomy (GARLA) curriculum and related Bootcamp programs. Oversee scheduling, budgeting, staffing, and logistical support to ensure reliable and clinically relevant educational experiences for medical, PA, dental medicine, and graduate anatomy students. Monitor program performance, evaluate outcomes, and implement improvements to enhance both educational quality and operational efficiency. (10%)
Sponsored Programs: Provide leadership for sponsored research operations, including pre-award processing, budget development, grant submission, post-award management, and financial oversight. Ensure faculty compliance with all federal, state, and institutional regulations governing sponsored research. Collaborate with faculty and the grants team to identify funding opportunities, strengthen proposals, and support application processes. Serve as the department¿s expert resource on university and external funding policies, offering guidance on financial, regulatory, and administrative matters. Provide leadership, advice, and guidance regarding financial and administrative policies and procedures. Serve as department expert on university policies and procedures and the policies and procedures of outside funding agencies. (6%)
Data Analytics and Reporting: Lead the development and management of strategic reports, metrics, dashboards, and advanced analytics to support departmental decision-making. Design and oversee processes for metrics collection, data integration, and reporting tools in collaboration with stakeholders. Prepare custom analytical reports for the chair, synthesizing faculty productivity and performance data into actionable recommendations. Recommend and implement policy or practice changes based on data insights. Manage annual reporting to the Dean, leadership committees, and external stakeholders, ensuring compliance with requirements from NIH, NSF, Department of Defense, and endowed donors. (6%)
Manage human resources activities within the department. Advise supervisors on pay issues, affirmative action requirements, job classification issues, performance appraisals, employee relations and employee training and development circumstances. 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. Responsible for effort certification and salary distribution. Directly supervise designated employees. Determine staffing needs, develop a job description, and work with Human Resources to select and hire a candidate. Define and assign individual tasks, maintain schedules and standards, conduct performance reviews and administer disciplinary action. (6%)
 

NONESSENTIAL FUNCTIONS 

Maintain space inventories for assigned divisions. Provide faculty productivity analysis to the chair and director on an annual basis. (1%)
Provide coverage for administrative specialists when necessary to ensure all activities meet deadlines. (1%)
 

CONTACTS 

Department: Daily to weekly contact with staff, faculty, and chair, research support staff to provide guidance and exchange information.

University: Daily to weekly contact with faculty and staff in assigned departments, School of Medicine  Finance and Planning office; director and staff in the Office of Sponsored Research, director and staff in the School of Medicine Research office; director and staff in the office of Faculty Affairs, Human Resources, and Grants Accounting; Purchasing and Accounts Payable; School of Medicine Development office; General Counsel's office; Student Employment office, and department administrators to support collaborative efforts. 

External: Daily to weekly contact with: University Hospitals Cleveland Medical Center senior level administration and finance managers, Cost and Budget department, General Accounting office, Research Management offices; National Institutes of Health and other government agencies; grant administrators at foundations and other institutions of higher learning; various offices of Research Administration within and outside of USA; vendors; physicians to support collaborative efforts. 

Students: Daily to weekly contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

Directly supervise a Department Coordinator and Mortician. Will oversee and direct the work of students.

QUALIFICATIONS

Experience: Minimum 6 years of experience required in financial management, including grant and operational finance management. 

Education: Bachelor's degree required. Master's degree preferred.

REQUIRED SKILLS

Strong interpersonal skills: ability to work and communicate with various individuals from a broad spectrum of disciplines and technical and educational backgrounds within the department, School, and University, and with individuals outside the university; ability to work and communicate with various individuals within and external to the university. 
Professional and effective oral and written communication skills.
Strong organization skills: 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.
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.
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, including mainframe applications experience; excellent mathematical skills; ability to use or learn to use financial spreadsheets, accounting software, NIH application software, database packages, PeopleSoft, and Oracle financial system applications. 
Ability to meet consistent attendance. 
Ability to interact with colleagues, supervisors, and customers face to face.
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.
 

WORKING CONDITIONS

Standard office environment.  

Requirements

QUALIFICATIONS

Experience: Minimum 6 years of experience required in financial management, including grant and operational finance management. 

Education: Bachelor's degree required. Master's degree preferred.