Description

POSITION OBJECTIVE 

Working under limited supervision, the Department Administrator and Grants Coordinator provides administrative support to facilitate and ensure the efficient operation of the Case Western Reserve University Sara and Curt Moll Institute for Mental Health and Well-Being. The department administrator supports the Moll Institute directly, as well as the executive director and faculty with partnership development, community engagement, and communications, and functions as a technical resource and advisor on financial, human resources, and grants management. This position will handle and maintain confidential materials with the highest level of diplomacy, and tact. The department administrator will regularly exercise discretion and independent judgment, and has authority to waive or deviate from established policies and procedures without prior approval.  

ESSENTIAL FUNCTIONS 

Administrative and Operational Support: Manage day-to-day administrative functions,
including scheduling, correspondence with internal and external stakeholders, document
preparation, and maintaining organized administrative files. Develop and implement policies and procedures. Coordinate and organize meetings, track action items, and ensure efficient office operations for the department of Psychological Sciences. Provide administrative support to the executive director by drafting, editing, and preparing written communications and documents as needed. Respond to inquiries and serve as the administrative point of contact for the institute. Resolve issues on behalf of management. Maintain workflow and serve as backup or complement to other administrative positions in the department of Psychological Sciences as needed as the institute launches. (25%) 
Pre-Award Grant Administration: Assist with proposal preparation, budget development, and submission processes. Gather and organize required documentation, coordinate approvals, and ensure compliance with funding agency and institutional guidelines. Support faculty in the department and research teams in developing competitive grant applications and meeting submission deadlines. (20%) 
Financial Management and Post-Award Administration: Manage the institute's financial pre- and post-award grant activities, including budget tracking, expenditure reconciliation, and compliance monitoring to ensure adherence to institutional and funding agency guidelines. Manage financial/budget activities, analyze spending patterns, perform needs assessment, make projections, analyze budget variances and recommend courses of action. Maintain records, process reimbursements, and order supplies for the institute using the PeopleSoft Financial system. (13%) 
Clinical Research Support: Provide direct research support to the executive director during the initial phase of the institute's operations, assist with grant reports, purchases, and administrative duties. As the institute becomes fully operational, this support role may evolve or transition to other team members as appropriate. (15%) 
Community Outreach and Program Coordination: Administer outreach programs, workshops, and events. Assist in developing outreach materials such as brochures, newsletters, and other correspondence. Manage communications to advance mental health and wellbeing partnerships across campus, with the local medical community, and to support faculty members, and mental health and well-being care and clinical care services within the local community. (10%) 
Digital Infrastructure and Data Management: Maintain digital systems for administrative
processes, grant tracking, financial management, and research administration, ensuring
accurate documentation. (9%)
Manage human resources activities within the Institute. 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 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 merit increases. (7%)
 

NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (1%) 

CONTACTS
Department: Frequent contact with executive director, department faculty, and other department staff members to exchange information.

University: Occasional contact with the Office of Research and Technology Management,
College of Arts and Sciences Dean's Office, Office of the Provost, and Procurement to
exchange information. 

External: Occasional contact with outside vendors, grant agencies, and community members to exchange information. 

Students: Occasional contact with department of Psychological Sciences graduate students to exchange information.

SUPERVISORY RESPONSIBILITY 

None. 

QUALIFICATIONS

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

Education: Associate¿s degree required. Bachelor¿s degree preferred.

REQUIRED SKILLS

Demonstrated excellence in writing, communication, interpersonal and creative skills. Ability to bring vision and leadership for effective communications. Ability to communicate effectively in writing as appropriate for the needs of the audience. Ability to talk to others to convey information effectively. Ability to interact with colleagues, supervisors, and customers face to face. 
Excellent computer skills and experience, ability to use financial spreadsheets, accounting software, NIH application software, database packages, PeopleSoft and Oracle financial system applications.
Ability to develop marketing materials for the Institute.
Supervisory skills. 
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. 
Proficiency in Microsoft Office software, Google systems, presentation software and
spreadsheets. 
Strong writing skills are required for grant editing, policy development, and budget proposal submission required.
Proactive approach to potential problems, excellent problem-solving skills required
Must be confident, and capable of working semi-independently
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.
 

WORKING CONDITIONS

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

Requirements

QUALIFICATIONS

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

Education: Associate¿s degree required. Bachelor¿s degree preferred.