Administrative Director Of Faculty Advancement And Postdoctoral Affairs

Job Description

POSITION OBJECTIVE

The Administrative Director of Faculty Advancement and Postdoctoral Affairs at Case Western Reserve University facilitates the growth and success of the university's faculty and postdoctoral scholars/fellows through the Office of Faculty Advancement and Postdoctoral Affairs. The office is dedicated to providing administrative support, resources, and various programs designed to enhance the faculty and postdoctoral experience in research, mentoring, and leadership. The person in this role is highly collaborative across university leadership to ensure support and innovative programming for faculty and postdoctoral scholars and fellows (postdocs).

The office provides support to all faculty members and postdocs at CWRU. For faculty, the office provides resources and programming to support their pursuit of excellence in research, mentoring, and leadership. This is accomplished through career-enhancement programming, community-building events, and information dissemination. The office supports faculty careers from their initial appointments through their appointment as emeriti faculty.

For postdocs, the office provides administrative assistance with appointments, professional development activities, transitional support for international scholars, community-building events, and career planning for both academic and non-academic paths.

Working under minimal supervision, the administrative director is responsible for overseeing the office's daily operations, which include managing appointments and renewals of postdoctoral scholars/fellows, managing budgets, reviewing and maintaining policies and procedures, overseeing marketing and communications, and disseminating information. The administrative director will also supervise the department assistant.

The administrative director will collaborate with the Faculty Director to develop, facilitate, and deliver programs for faculty and postdocs. Responsibilities include event planning and management, as well as collaborating with campus and external partners.

ESSENTIAL FUNCTIONS

• Serve as the main administrative point of contact for all matters related to supporting faculty advancement programming and services as well as the operational needs of postdocs, e.g., appointments and renewals, triaging issues to the appropriate point persons, policy review, and making recommendations to university leaders on all human-resources related areas. (20%)
• Work alongside the Faculty Director to analyze the professional development needs of all stakeholders, including postdocs preparing for academic and non-academic careers and faculty at all career stages, including emeriti status. Collaborate with the Office of the Provost and other academic leaders to identify the needs of these groups and assist in creating new programs, offer recommendations, and collaborate with third-party vendors for learning content. (20%)
• Manage all administrative aspects of the delivery of successful faculty and postdoc development programs. Engage in ongoing program assessment, using data-informed decision-making to continuously assess the satisfaction, needs and learning of programs and events while aiming for continuous improvement. Collaborate with UMC on promotional strategy, design, production, and delivery, including social media, emails, and information dissemination. Manage content on the Office of Faculty Advancement and Postdoctoral Affairs website. (20%)
• Directly supervise a department assistant. Define and assign individual tasks, maintain schedules and standards, conduct performance reviews, and administer disciplinary action. Supervise temporary staff for department functions. (10%)
• Serve as point of contact for university leadership for all inquiries related to the postdoc experience including discussions on relevant university-related policies and practices that directly affect postdocs including but not limited to regular reporting, yearly benefits renewals, NSF/NIH salary guidelines, and triage for managing conflicts. (10%)
• Serve as the primary contact for the university¿s emeriti faculty and the liaison between emeriti and other university offices. Serve as the administrative liaison for the Emeriti Academy. Participate in the Executive Committee meetings, Programming, and Nominating Committees of the Emeriti Academy. Create opportunities to engage Emeriti. Notify schools, the college and university administration of significant life-cycle events of Emeriti, such as appointments and death of Emeritus professors. Directly support the chair of the Academy in completing their duties when they are not able. (10%)
• Effectively manage department finances. Formulate annual budgets for office initiatives. Analyze past budgetary experience and project future needs. Collaborate with relevant stakeholders (e.g., Faculty Director, financial management offices). Monitor spending and track grants. Review and approve payment requests, requisitions, and reimbursements. Link budgets to departmental strategy initiatives. Participate in long-range planning alongside other institutional components. (5%)

NONESSENTIAL FUNCTIONS

• Provide assistance when able to the Postdoctoral Association and the Faculty Development Council. Formulate agendas, coordinate with presenters, provide materials to members, and facilitate some discussions. Collaborate with stakeholders to ensure the successful implementation of faculty development projects. Manage project timelines, milestones, and deliverables. (3%)
• Perform other duties as assigned. (2%)

CONTACTS

Department: Daily contact with the faculty director to maintain workflow, resolve management problems, and adjust procedures. Daily contact with administrative assistant for supervisory oversight.

University: Regular contact to coordinate actions and communications with groups across campus, including the Postdoctoral Association, Mentor Fellows¿ Program; NSF CAREER Grant Writing Program; the Provost¿s Promotion and Tenure Lunch; the ACES+ Faculty Opportunity Grants and Distinguished Lectureship programs; Weekly Open Writing; Faculty Development Council; LGBTQ Research Group; Asian Faculty Association; Faculty Parents¿ Group, Women Department Chair Roundtable lunches. Periodic direct contact with the budgets/ financial planning directors and administrative department staff for grants-related responsibilities. Frequent direct contact with faculty grant recipients to maintain workflow, address concerns and/or make adjustments.

External: Occasional contact with external constituents including partner schools for collaboration and development of initiatives and programs. Occasional contact with Human Resources and the Office of General Council on development and administrative matters related to faculty, staff and postdocs.

Students: Little or no direct contact with students.

SUPERVISORY RESPONSIBILITY

Directly supervise the department assistant. Direct responsibility for contract hires.

QUALIFICATIONS

Experience: 5 years of related administrative and/or operations management experience required.

Education: Master¿s degree or higher equivalent required.

REQUIRED SKILLS

• Ability to plan, develop, and facilitate workshops, seminars, reading groups, and learning communities.

• Skill in coordinating career development programs and fostering community engagement.

• Strong collaboration skills to work with colleagues across the university.

• Effective communication skills to align resources and programming with the office mission.

• Proficiency in formulating budgets and preparing forecasts.

• Experience administering grants and fellowships.

• Knowledge of marketing and communications strategies.

• Event planning and management expertise.

• Ability to supervise department assistants.

• Self-directed and capable of carrying out responsibilities with minimal supervision.

• Awareness of faculty development scholarship and best practices.

• High degree of creative, organizational, and interpersonal skills.

• Excellent verbal and written communication skills.

• Must be able to work independently as well as collaboratively with colleagues and other university centers.

• Demonstrate knowledge of issues related to faculty and postdoc development.

• Computer proficiency within the Microsoft and Google Suite; ability to learn and use new programs.

• Ability to meet deadlines.

• Consistent attendance.

• Ability to interact with colleagues, supervisors and campus community members face to face.

WORKING CONDITIONS

Office environment, with occasional travel and occasional work outside of normal business hours.

Diversity Statement

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.

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Reasonable Accommodations

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.

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