Description

POSITION OBJECTIVE 

The Director of Core Services will provide strategic leadership and oversee the financial, operational, and administrative support for the cores at the School of Medicine, as well as the foundational systems and processes of Case Western Reserve University. This role is essential in ensuring that these components operate efficiently, reliably, and in alignment with the business objectives of the institution. 

ESSENTIAL FUNCTIONS

Act as an essential conduit between the vice dean for research and the faculty and research teams at the School of Medicine. Encourage collaboration across various disciplines, enabling innovative research initiatives that use the extensive expertise available within the school. Lead targeted, cross-disciplinary working groups and teams by developing thorough project charters that clearly articulate the project's scope, objectives, and deliverables. This involves creating detailed timelines that include specific milestones to track progress effectively, as well as implementing a regular reporting framework to ensure transparency and accountability throughout the project lifecycle. Conduct comprehensive data analyses of the research activities undertaken by school faculty and research teams. This entails a meticulous examination of funded awards, published research, and submitted grants to identify trends and derive meaningful insights into our burgeoning research strengths and priorities. Nurture and sustain robust working relationships with school research teams and academic leaders. This will involve facilitating thoughtful discussions regarding strategic research goals and helping to pinpoint key opportunities that align with the school's overarching strategic plan and established scientific pillars. Collaborate closely with the vice dean of research to develop detailed agendas for high-impact research program meetings and scientific working groups. This collaboration includes drafting preliminary outlines and comprehensive proposals that effectively articulate programmatic research activities and highlight new opportunities for funding and collaboration. Oversee and propel the school's research agenda. (23%)
Responsible for ensuring core compliance with all pertinent federal regulations and university policies, safeguarding the integrity of research operations. As the primary custodian of the `Core Best Practices Manual,¿ ensure that it remains current, accurately reflecting university policies and external regulatory requirements. Strive for continuous improvement in core operations and best practices, presenting annual updates to the core steering committee and the school/ university leadership that highlight progress and innovations. Lead the development and implementation of strategic administrative goals, objectives, policies, and procedures for institutional cores while also governing their budgeting and financial forecasting activities. Evaluate core utilization and productivity through the preparation of meticulously crafted quarterly usage reports from iLab, coupled with comprehensive annual reports based on metrics endorsed by the core steering committee, such as research publications, user engagement, revenue, and capacity utilization. Propose actionable recommendations grounded in thorough analyses of these reports to inform strategic decisions. Collaborate with the vice dean for research and the assistant dean for shared resources to establish performance metrics and regularly review core performance, guiding decisions about continued investment. Maintain and enhance the core facilities website, ensuring up-to-date information is readily accessible. Partner with the purchasing/billing team to oversee core billing processes and ensure precise reconciliation, assisting with financial reporting as needed. Direct human resource processes for the cores, including conducting staff evaluations and overseeing reappointments, while developing standardized job descriptions for core directors and managers. Supervise the operation of the iLab platform, which plays a pivotal role in managing the business and financial functions for nearly 50 core facilities across the university. (23%)
In collaboration with the vice dean for research and the assistant dean for shared resources, lead the crafting of a comprehensive 5-year strategic plan that not only aligns with the school's priorities but also integrates the visions, goals, objectives, and productivity forecasts for the school's institutional cores, working closely with the core steering committee. Inspire innovative strategic planning and establish both short- and long-term goals for school's cores that reflect a commitment to excellence. Develop and implement a thorough review process for cores via detailed business plans that ensure strategic alignment and operational effectiveness. Scrutinize proposals aimed at expanding existing cores, which include new core facilities; facilitate scientific planning and decision-making by engaging key stakeholders, scientific leaders, and the core steering committee. Provide informed recommendations to the vice dean for research and the senior vice president for research. Review and evaluate proposals for investments in existing cores, and upon thorough examination, present recommendations for strategic investment to the vice dean for research. Assess requests for large instrumentation grants (over $500,000) to ensure they are supported by comprehensive business plans that address needs, confirming that the school has provided adequate institutional support. Write letters of institutional support when necessary to bolster proposals. Carefully analyze requests for purchasing equipment exceeding $50,000, considering existing equipment on campus and organizational needs, then provide recommendations to the vice dean for research and the vice dean for finance and administration. Manage the intricate operations and functions of the core steering committee, advising on resolutions and recommendations to the school dean and vice dean for research. Innovate and execute targeted marketing initiatives designed to enhance awareness and ultimately increase engagement with the cores. (22%)
Develop and deliver training modules and operating procedures for the iLab platform, ensuring continuous improvement and sustainability of core operations. Build relationships with industry and non-profit clients, working diligently to secure revenue recovery exceeding $10 million annually. Supervise and mentor the iLab administrator and collections analyst positions to ensure effective team dynamics. Establish and maintain strong, collaborative relationships with key internal and external stakeholders, clients, and industry experts. Communicate effectively across teams, with senior leadership, and with other stakeholders to foster transparency and alignment in all initiatives. Represent the organization at industry events, conferences, and forums as needed, positioning the school as a leader in scientific resource management. Gather and meticulously analyze feedback from customers and stakeholders to identify opportunities for service enhancement, driving continuous improvement in research operations and support. Developing and implementing metrics to assess the core facility's performance and impact. (22%)
 

NONESSENTIAL FUNCTIONS

Participate in esteemed national and regional groups dedicated to the advancement of shared scientific resources. Assist in the planning and facilitation of the Annual Core Retreat for Research, an event that fosters collaboration and innovation. (5%)
Perform other duties as assigned. (5%)
 

CONTACTS

Department: Continuous contact with members of the department to support utilization of core facilities.

University: Continuous contact with administration and core directors across the university for support of the operation of cores. Moderate contact with the Controller's office for rate setting, accounts receivable management and billing. 

External: Occasional interaction with researchers from affiliated institutions, including University Hospitals, Cleveland Clinic, VA Hospital, and MetroHealth Medical Center; and NIH. Participate in national and regional associations/groups pertaining to scientific shared facilities.

Students: None

SUPERVISORY RESPONSIBILITY

This position will directly supervise the assistant director of core services, the financial analyst of research administration and the purchasing coordinator.

QUALIFICATIONS

Experience: 5 or more years of progressive administrative and/or management experience, including a minimum of 2 years in the operation of research resources.

Education: Master's degree required, preferably in biology, chemistry, pharmacology, neuroscience, or a related biomedical field.

REQUIRED SKILLS

Demonstrated experience in research operations pertaining to wet laboratories, scientific shared resources, or related domains. 
Proficient verbal and written communication skills ensuring clarity and effectiveness. 
Strong interpersonal abilities; capability to engage and communicate with individuals from various academic, technical, and professional backgrounds within the department, university, and external organizations. 
Exceptional organizational skills; adept at multitasking, prioritizing responsibilities, and attending to detail to meet established deadlines. 
Proven management skills; effective in leading teams, fostering collaboration, and understanding the communication styles of colleagues and staff. 
Comprehensive understanding of research principles, data analysis methodologies, and statistical techniques. 
Familiarity with the policies and procedures of various funding agencies, including the National Institutes of Health (NIH). 
Demonstrated flexibility in responding to project modifications and the ability to adapt to changing priorities, demands, and timelines efficiently. 
Strong problem-solving capabilities; skilled in developing and implementing alternative solutions as necessary. 
Technical proficiency in software applications, including Microsoft Office, database management systems, and internet navigation. 
Commitment to maintaining consistent attendance in professional settings. 
Ability to interact professionally with colleagues, supervisors, and clients in face-to-face settings. 
Preferred knowledge of the configuration, operation, and utilization of the iLab software system. 
Preferred understanding of both university and external regulations governing the operation of core facilities. 
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

General office environment.

Requirements

QUALIFICATIONS

Experience: 5 or more years of progressive administrative and/or management experience, including a minimum of 2 years in the operation of research resources.

Education: Master's degree required, preferably in biology, chemistry, pharmacology, neuroscience, or a related biomedical field.