Department Assistant 3
Job Title: Department Assistant 3
Location: Case Main Campus
Full/Part Time: Full-Time
Job ID: 8472
Working under general direction, provide business and financial services of a complex nature, demonstrating a high level of organization, commitment and follow-up, in support of large and small campus construction and renovation projects, and facilities services activities, requiring accuracy and timeliness in all functions. Serve as the lead contact in Cedar Avenue Service Center (CASC) for staff in CPFM, as well as its varied customers, both internal and external to the university. Manage the front office, large- and small-scale tasks completed independently in a timely, accurate, thorough manner; and sound judgment must be exercised when referring difficult or unique situations to the appropriate CPFM staff. Administrative, financial and clerical support provided to the manager and assistant manager of the Office of Business and Finance (2); the director and assistant director of Planning, Design, and Construction and staff; and the project coordinators in Facilities Services within the Office of Campus Planning and Facilities Management. Additionally, this position provides clerical support to the Office of Sustainability and its staff members, as needed; and coordinates/ facilitates workflow among all of these departments.
1. Coordinate workflow for all invoices and initiate follow-up communication regarding university requirements and guidelines, to various levels of university staff as well as external vendors. Review analyze, and record architect/engineer invoice detail to ensure contract compliance; report issues. (40%)
2. Manage and maintain with accuracy the confidential, highly detailed recordkeeping system regarding each construction, renovation, and facilities CIP project (approx. 171 active at any given time) throughout campus, in various stages of completion. Records must meet the scrutiny of an annual audit review. Manage and maintain complex CIP project status report for monthly project manager meetings including submission to CPFM, Controller’s, and Budget Offices. Perform administrative workflow and follow-up responsibilities involved with the generation of PeopleSoft and SmartCart requisitions, purchase orders, invoices, Pcard usage, and reporting, as requested by the director, assistant director and project managers in Planning, Design, and Construction, and the director, assistant director, project coordinators in Facilities Services, within the Office of Campus Planning and Facilities Management. Establish procedures for a highly complex, CIP Project Archive System, to document all CIP project completion and closures for reference and historical purposes. Ensure that all project documentation is accurate, complete, and archived properly and in a timely manner. Handle specialized office operations including, but not limited to, processing of Notices of Commencement requests (State Mechanic Lien Law Requirement); maintenance of Notices of Furnishing log (State Mechanic Lien Law Requirement); monitoring of waiver of lien attachment to contractor billings/ invoices to ensure contractual obligations are met. Update and maintain indexed records of architects, engineers, and contractors (A/E/C), coordinating with Procurement and Distribution Services’ PeopleSoft data. Monitor and maintain A/E/C database: track and follow-up on all requests of potential vendors for qualifications, specialties, liability insurance and Workers’ Compensation information; review liability insurance submissions and compare coverage levels to University’s minimum requirements; identify Minority/Women-Owned Business Enterprise (M/WBE) vendors and verify MBE/WBE certifications; contact non-responsive vendors to encourage submission of requested documents; ensure positive community relationships are fostered and maintained. Keep current A/E/C insurance and Workmen’s Compensation documents. (30%) 3. Provide administrative assistance and support to the manager and assistant manager of the Office of Business and Finance, and the director and assistant director of Planning, Design, and Construction, and the director and assistant director of Sustainability, as well as the project managers, project coordinators within Campus Planning and Facilities Management. As point person, facilitate communication with multi-level internal and external constituents of the university regarding Construction-In-Progress (CIP) projects, including, but not limited to, CIP project development, detailed recordkeeping, and report generation. Process and submit claims for Risk Management’s insurance claim records. Assist with researching, compiling, and analyzing data for the Supplier Diversity Initiatives Council’s (SDIC) Business Opportunity Report and other special and/or recurring projects. Work closely with the manager and assistant manager of business and finance, CPFM, on a variety of high-level projects as assigned. This includes, but is not limited to, website updates and AIA contract processing. Assume responsibility for the smooth functioning of the office and assume responsibility for assuring that office equipment is in good working order. Facilitate communications; greet visitors; cover departmental phones and email address; arrange meetings and maintain necessary correspondence with attendees. Identify, order, and maintain sufficient level of office supplies, in line with budget guidelines. May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/forecasting, expense reports. Facilitate all local and non-local pickup and deliveries as well as incoming and outgoing mail. Develop new processes and revise current procedures to improve the efficiency and effectiveness of departmental matters and priorities. Maintain administrative procedures manual and revise sections as changes in office policy or procedures occur, or as job functions are modified. (25%)
Perform diverse duties of an administrative/ clerical nature assisting with short- and long-term projects as assigned. (5%)
Department: Daily contact with the manager of Business and Finance, CPFM, for reports, special projects, general clerical, and back-up. Daily contact with the assistant manager of Business and Finance, CPFM, related to all essential job functions, organizing, training, cross-training, scheduling, back-up. Daily contact with director and/or assistant director of Planning, Design and Construction for special projects and general administrative and clerical functions. Daily contact with project managers, project coordinators, and accounting clerks for all essential job functions. Daily contact with director of Customer Service, director and assistant director of Facilities Services, director and/or assistant director of Sustainability, associate vice president, Campus Planning and Facilities Management, and Procurement and Distribution staff. Contact with University Space Administrator, and vice president, Campus Planning and Facilities Management. Contact with Controller’s Office.
155023 Department Assistant 3 (SG10)
July 2017 Page 3 of 3
University: Contact with facilities directors/deans of schools and management centers and the University Attorney’s Office.
External: Contact with architects, engineers, contractors, prospective vendors for the University, and all other visitors to department.
Students: Contact with student employees.
Supervisory responsibilities include temporary employees and students.
Experience: 5 or more years of administrative experience.
Education: High school education required; Bachelor’s degree a plus.
1. Excellent communication skills, both verbal and written, with attention to excellent customer service.
2. Professional presentation; experience with professional office procedures and requirements.
3. Excellent, accurate and timely data entry and data analysis skills.
4. Ability to multi-task; work under pressure; work independently; and work as a “team” player.
5. Excellent in handling confidential information.
6. Strong organizational skills with excellent, consistent attention to detail, accuracy and quality.
7. Mature problem-solving skills.
8. Excellent computer skills.
9. Extensive experience with Microsoft Office, e-mail, Google Apps, and Internet usage required. Excellent computer skills: proficiency in spreadsheet development and data entry, word processing and database development and management and website updates using Dreamweaver.
10. Prefer knowledge of PeopleSoft, Adobe Acrobat, and the Web (Dreamweaver).
11. Strong office equipment skills (copiers, fax machine, etc.).
12. Type 50 WPM.
13. abilty to meet consistent attendance.
14. Ability to interact with colleagues, supervisors, and customers face to face.
General office environment. The employee will perform repetitive motion tasks using computer mouse and keyboard to type. Some lifting required up to 20 lbs.
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.