Case Western Reserve University · 21 hours ago
Department Administrator, University Housing
Cleveland, OH
Full-time
Hybrid
Mid Level
$23.68/hr - $23.68/hr
3+ years expCase Western Reserve University is committed to providing a supportive environment for students, and they are seeking a Department Administrator to manage operations for the University Housing office. This role involves overseeing administrative functions, budget management, human resources activities, and contract administration to support approximately 5,000 students.
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Responsibilities
Support the leadership team in implementing long- and short-term department strategy planning goals. Develop a work plan with key activities, deliverables, and milestones for individuals, the program team, or the organizational unit. Provide the expected results or outputs from each key activity or strategic initiative. Report on milestones achieved. This role involves collaborating with University Housing leadership to ensure strategic initiatives enhance residential operations and student support services. The Department Administrator helps drive data-informed decisions that optimize housing policies, facilities management, and service delivery by proactively identifying resource needs and operational improvements
Prepare and maintain departmental budget needs by analyzing program plans on both a short- and long-range basis, by considering past requirements and expenditures, and the present program plan. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances, and recommend courses of action. Prepare analytical reports and analyses. Responsible for effort certification and year-end close. This role ensures financial sustainability by tracking revenue streams, capital costs, and non-salary expenditures to maintain budget accuracy and efficiency. The Department Administrator supports data-driven budgeting decisions that align with departmental priorities and long-term housing operations by monitoring spending trends, identifying cost-saving opportunities, and preparing detailed financial reports
Coordinate human resources activities within the department. 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 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 the authority to sign off on paperwork such as requisitions and performance reviews. Provide department orientation for all new staff
Oversee contract management, procurement, and vendor coordination for University Housing operations. Develop, monitor, and renew service agreements related to housing facilities, furnishings, and operational services. Review contract terms and conditions for accuracy, completeness, and compliance with organizational policies and university procurement standards. Monitor vendor performance and ensure timely delivery of goods and services. Track contract expiration dates and renewal requirements, providing analysis to support negotiation strategies. Serve as the primary liaison for external contractors, consultants, and service providers. Maintain contract databases and ensure accurate record-keeping. Generate reports on contract performance, obligations, and compliance metrics
Develop and implement department policies and procedures. Interpret school and university policies and procedures and ensure compliance by all staff. Communicate any changes to policies and procedures to the appropriate staff to ensure implementation. The Department Administrator regularly reviews housing operations, financial processes, and administrative workflows to identify areas for policy improvements and procedural updates. By collaborating with leadership and staff, they ensure that policy changes are clearly communicated, properly documented, and effectively integrated into daily operations to maintain compliance and efficiency
Plan and coordinate department initiatives, events, and special projects. Develop and oversee the logistics for housing-related programs, staff training sessions, and student engagement initiatives. Coordinate with campus partners, vendors, and internal teams to ensure seamless execution of events such as move-in/move-out, staff retreats, and facility-related projects. Manage event budgets, track expenses, and assess outcomes to enhance future programming. Ensure all initiatives align with departmental goals and university priorities, providing valuable opportunities for staff development and student support
Assist with departmental travel arrangements
Perform other duties as assigned
Qualification
Required
3 or more years of administrative work experience required
Associate's degree required
Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles)
Strong organizational and interpersonal skills required, both oral and written required
Strong writing skills are required for policy development and budget proposal submission required
Proactive approach to potential problems, excellent problem-solving skills required
Excellent computer skills experience, excellent mathematical skills; ability to use financial spreadsheets, database packages, PeopleSoft and Oracle financial system applications
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
Willingness to learn and utilize Artificial Intelligence (AI)
Preferred
Experience in a university or non-profit setting preferred
Benefits
Excellent healthcare
Retirement plans
Tuition assistance
Paid time off
Winter recess
Company
Case Western Reserve University
Case Western Reserve University is among the nation's leading research institutions.
5001-10000 employees
H1B Sponsorship
Case Western Reserve University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (101)
2024 (103)
2023 (114)
2022 (123)
2021 (86)
2020 (134)
Funding
Current Stage
Late StageTotal Funding
$1.17M2015-10-12Grant· $1.17M
Leadership Team
Caden Kacmarynski
Co-Founder and President - Case Quantum Computing
Christine Kush
Associate Dean, Corporate Partnerships and Executive Education
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