Business Office Supervisor

A strong internal candidate has been identified.

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $20.68 per hour, 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.

Working under general direction, the Business Office Supervisor reports to the director and assistant directors and is responsible for administrative, finance and business operations for the Animal Resource Center (ARC), to provide administrative support to the department. The business office supervisor will lead the other department assistants and will assist with overall financial operations in collaboration with the Administrative Manager. Duties include assistance with purchasing, billing, cost containment, cost accounting, balancing budget and weekly attendance review.

This position is subject to compliance regulations of the Animal Welfare Act, Public Health Service Policy, AAALAC guidelines, the State of Ohio Veterinary Practice Act, Federal Drug Enforcement Administration regulatory guidelines, US Food and Drug Administration Center for Veterinary Medicine regulations and other applicable regulatory guidelines. The Animal Resource Center is an essential division to research conducted within Case Western Reserve University and specifically by the School of Medicine.

• Independently address all account inquiries from financial authorized users, and other university departments related to account management, purchasing, billing, cost containment, cost accounting and budgeting. Provide administrative leadership for administrative operations in collaboration with the Assistant Director for ARC Operations. Has the authority to make exceptions to the policy under certain circumstances and escalate matters to the assistant director as required.
  
  (20%)
• Supervise clerical and reception staff, ensuring a welcoming service center environment is provided to university staff and visitors. (15%)
• Process complex and highly confidential information which includes department accounts, financials, and audit transactions to assure policy and regulatory compliance. Process the monthly close, auditing and follow up of accounts receivable. (10%)
• Assist with the management of accounts payable functions, including P-card and Smart Cart transactions. Maintain accurate and up-to-date records for purchases and reconcile P-card statements. (8%)
• Relay information on sensitive matters to constituents, external or within the university as the assistant liaison for the ARC with the School of Medicine and the university regarding any financial operations. (8%)
• Assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. Will be responsible for submission of Travel and Expense reports. (6%)
• Provide coverage of the operations for animal procurement. Facilitate communications between the principal investigators/ research staff, vendors, and university administration. Place orders with vendors. Create and maintain detailed records of over $100,000 monthly spend via software solutions. (6%)
• Ensure the department maintains compliance to university policies and other regulatory guidelines regarding purchasing and inventory. (6%)
• Coordinate and oversee the ARC employee Occupational Health Program which includes annual safety training, respirator training, TB and Rabies testing and Hearing Conservation. (8%)
• Maintain confidential records which include department financials and personnel files. Weekly preparation and review of employee attendance data entry. (7%)

• Perform inventory census scanning and census reporting. Review census reports for errors and correct inventory issues. (2%)
• Administer the receipt of control and prescription drugs from vendors. Verify and log drug ownership in accordance with Case Western Reserve University policy and federal regulations. Maintain drug security until drug is moved to proper holding location. (2%)
• Perform other duties as assigned. (2%)

Department:
Continuous contact with the director, and Assistant Directors, ARC department assistants, training and compliance staff, clinical veterinarians, veterinary technicians, husbandry and facility managers, and animal care staff.

University:
Frequent contact with investigators and research staff, and department administrative staff. Regular contact with the School of Medicine Management Center including Finance and Planning staff, and with University Procurement and Distribution Services staff.

External:
Continuous contact with vendors

Students:
Infrequent contact.

Supervision of 2 department assistant staff employees.…