The Assistant Director of Operations and Finance (ADOF) at the Indiana University School of Medicine-Fort Wayne (IUSM-FW) is responsible, either personally or through delegation of responsibilities to subordinates, for directing and managing the administrative and financial operations in support of advancing IUSM-FW's educational, research and clinical missions. The ADOF is expected to function as the trusted partner for the IUSM-FW Leadership, and to work collaboratively with faculty and staff to address operational concerns and resolve issues. Working in concert with Leadership, the ADOF will align the organization's administrative and financial policies and procedures with School of Medicine objectives by establishing systems to ensure compliance. The ADOF is responsible for keeping Leadership informed regarding changes in practices and policies within the School of Medicine and Indiana University. In partnership with Leadership, the ADOF develops and implements strategic plans and initiatives for IUSM-FW. In addition, the ADOF is expected to maintain effective professional relationships and work cooperatively with School of Medicine, Indiana University and Indiana University Fort Wayne leadership.
Primary Duties and Responsibilities
Ensures the IUSM-FW office functions in accordance with all School of Medicine and Indiana University policies and governmental regulations (includes communicating and providing training to appropriate faculty and staff within IUSM-FW and reporting to appropriate University Offices any policy/regulatory concerns or violations).
Assists in development and implementation of short- and long-term strategic goals for IUSM-FW, under the direction of Leadership.
The ADOF has a responsibility to the Indiana University School of Medicine as well as to IUSM-FW. The individual is expected to ensure timely response to requests and concerns from the School of Medicine, routinely and openly share information with IUSM Dean's Office staff, and provide feedback and input to the School of Medicine regarding needed processes and procedures.
Direct supervision of staff members who support IUSM-FW business, educational and financial missions.
Leads weekly and ad hoc staff meetings.
The ADOF will serve as Leadership's liaison between IUSM-FW and IUFW.
Responsible for the short and long term financial viability of IUSM-FW in conjunction with Leadership, and for contributing to the achievement of the School of Medicine financial objectives.
Serves as fiscal officer for IUSM-FW: responsible for the accuracy of IUSM-FW financial reports and financial information, compliance with university/school accounting rules, adequate training of staff about financial policies and processes, and safeguarding of property by protecting and accounting for resources. This person will serve as the IUSM-FW primary point of contact for university internal audits.
Provides financial information and analysis to the Leadership for strategic decision making, including recommended courses of actions and implementation of plans.
Develops IUSM-FW's budget, in conjunction with Leadership, and in accordance with the principles and guidelines developed by IUSM's Financial Services Office. Prepares a variety of financial reports and analyses for Leadership. Generates monthly account statements for IUSM-FW use. Liaison between Financial Management System, IUSM and Dean’s Office for Financial Affairs and Operations. Responsible for validating all expenditures for IUSM-FW.
Manages all purchase requisitions, payroll documents, funding distribution changes, travel authorizations, vouchers, IU Foundation disbursements, and payment requests submitted by IUSM-FW faculty and staff in a timely manner.
Management of capital assets.
Human Resource Responsibilities:
Manages the IUSM-FW human resources function; to include, supervision of human resource activities for faculty, staff and work study students, including hiring, termination, reappointments, promotions, periodical evaluations of staff and job descriptions, position classification, organizational structure, timekeeping/leave keeping administration, staff development, and immigration requirements.
Monitor staff education and assist staff with performance improvement and advancement plans.
Resolve human resource and employee relations issues at IUSM-FW level.
Provide guidance to Leadership regarding staff compensation, including starting salaries, salary increases, promotions and new hires while ensuring equity overall.
Oversee required human resource and safety related documentation reporting to IUFW, IUSM, IUPUI, and IU.
Academic Administration Responsibilities:
Assists Leadership with faculty recruitment, coordinating and managing IUSM-FW tenure and promotion process, faculty mentoring programs, mid-career review for tenure acquiring faculty, performance evaluations, and the faculty salary plan.
Supervises and provides financial and operational support to enable IUSM-FW to offer premier educational programs.
Communicate with affiliated IT personnel to maintain IUSM-FW IT infrastructure.
Supervises IUSM-FW inventory manager and accurately accounts for IUSM-FW research and educational equipment inventory.
Promotes the efficient use of space within IUSM-FW; provide feedback and recommendations to Leadership regarding the use of space, potential reassignment, relinquishment, or redesign of space to accommodate current and future needs.
Accurately accounts for the occupancy and assignment of space within the Regional Center.
Responsible for assuring the safety and cleanliness of the facilities, including ensuring notification of the appropriate University/Campus office of the need for services (e.g. custodial, repair, environmental and radiation safety, police).
Research Administration Responsibilities:
Oversees all grant activities for IUSM-FW. Manages the IUSM-FW proposal process to ensure that various agency and other requirements are met. Assists faculty with final review and approval of proposals prior to submission.
Responsible for post-award research administration for IUSM-FW, which includes ensuring expenditures, cost transfers and salary recovery are in accordance with policies and procedures, as well as with any applicable funding agency guidelines.
Exercise broad authority in budgetary, financial planning, analysis and operations. Independently analyze and determine how to best implement and lead the daily financial and operational needs of IUSM-FW. Develop and implement processes and procedures to ensure all financial, operational and human resource needs are efficient and meet the needs of the program.
Highly visible position that directs budget, operational and daily financial operations of a School of Medicine regional campus. Interacts routinely with Dean's office units as well as finance professionals at IUPUI, IU, and the IU Foundation.
Work product produced by this individual will be utilized in making business operational decisions. Improper management or administration of institutional awards could result in the disallowance of requested funds or possible violation of university, state, or federal grant regulations.
Will directly supervise staff members supporting IUSM-FW business, educational and financial missions.
Bachelor's degree from an accredited institution and five years of experience related to the support of business operational functions and/or program administration and/or accounting, finance, or business administration.
Skilled in planning, analysis, problem-solving, and communication. Knowledge of accounting principles, finance models, budget strategies and human resources. Knowledge of Microsoft Office Suite (including Outlook, Word, Excel, Power Point). Familiarity with IU Financial systems a plus (HRMS, KFS, purchasing, IUIE). Ability to effectively communicate and exchange information with a wide variety of individuals, excellent interpersonal skills, and a customer service orientation. Ability to prioritize projects to align with Director's and IUSM's goals and initiatives.
MBA or Master’s degree.
Working Conditions/Physical Demands:
Ability to effectively use personal computer hardware and software. Skilled with keyboard. Ability to communicate by telephone, video conference, and in person.
Salary Plan: PAE
Salary Grade: 3AD
Campus: IUPUI - Indianapolis
Department: IUSM-FORT WAYNE (IN-MEDF-IUINA)
Internal Number: 76947
About Indiana University
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.