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Department Assistant 3

Employer
Case Western Reserve University
Location
Case Main Campus

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Job Title: Department Assistant 3
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8542
Job Description
POSITION OBJECTIVE

Working under general direction, the Center for Science Health and Society department assistant will have overall responsibility for the smooth functioning of the department. Provide diverse duties of an administrative/ clerical nature for the federally funded Youth Enjoy Sciences (YES) initiative of the Case Comprehensive Cancer Center. This program aims to support, develop and implement exciting education, research immersion, outreach and curriculum development activities to attract and mentor URM students. This position will be the primary support for all coordinated activities of the YES initiative and other training initiatives led by the principal investigator of the YES award.

ESSENTIAL FUNCTIONS

    Administer all aspects of the office and provide support to department faculty, including appointments, communication, travel, and the coordination of workflow between departments as needed. Perform diverse administrative/clerical duties requiring accuracy. (25%) Prepare budgets, reconcile monthly expense statements (including P-card), perform budget analysis/ forecasts, and prepare expense reports. General supply ordering and procurement. May authorize routine department expenditures. (10%)Responsible for basic pre-award processing and routing, post-award reconciliation, and assist with final close-out of YES training grant. (15%)Plan and organize meetings and initiate necessary correspondence with attendees; take minutes. (10%)Maintain department files, including confidential documents (e.g., budget reports); prepare correspondence and reports for the chair, including manuscripts and publications. Provide general office support. (15%) Manage assigned human resources activities. Has authority to approve paperwork/ requisitions. Maintain confidential records. (9%)Manage daily program activities during summer months; including onboarding, registration, track attendance, coordinate seminars and operations for poster sessions. Assist in Manuscript and Slide Preparation. (9%)

NONESSENTIAL FUNCTIONS

    Coordinate interactions with middle and high school personnel, students and families (4%)Keep current on legislation, events, etc. relative to the particular school, college or university. (1%)Facilitate communication on sensitive matters to constituents, external or within the university. (1%)Perform other duties as assigned. (1%)

CONTACTS

Department: Daily contact with YES program faculty, staff, and department administrators to maintain workflow.

University: Regular contact with Human Resources, Procurement, General Accounting, and School of Medicine Research Office. Regular contact with other principle investigators and university department staff to exchange information.

External: Moderate contact with community partners and science teachers to develop curriculum. Occasional contact with external associates of principal investigators to arrange travel.

Students: Frequent contact with students to exchange information and enroll in YES program initiatives

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. Oversee general operations of clerical staff.

QUALIFICATIONS

Experience: 5 years of related secretarial experience required.

Education/Licensing: High school education required. Bachelor’s degree preferred.

REQUIRED SKILLS

    Expertise in all areas of administrative and clerical duties. Experience with web based scheduling software, Microsoft Office Suite (Word, PowerPoint, Excel, etc.) and data analysis programs. Ability to operate copy and fax machines to perform calculations and produce documents.High level accounting skills. Experience with budgeting and forecasting. Experience with PeopleSoft Financials preferred. Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.Excellent organizational and time management skills required. Must be able to work independently and stay on task.Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. Ability to work with individuals at all levels of the organization including physicians, researchers, administrators, and other ancillary staff. Ability to interact with colleagues, supervisors, and customers face to face.Ability to meet consistent attendance.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.


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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.

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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.

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Organization

Working at Case Western Reserve University

Case Western Reserve University is among the nation's leading research institutions. Founded in 1826 and shaped by the unique merger of the Case Institute of Technology and Western Reserve University, Case Western Reserve is distinguished by its strengths in educationresearch, service and experiential learning. Located in Cleveland's University Circle, we offer nationally recognized programs in the arts and sciencesdental medicineengineeringlawmanagementmedicinenursing and social sciences.

Student enrollment exceeds 9,800 students, forty percent of whom are undergraduatesFacultyand students hail from more than 90 countries, with academic interests that reach every region of the world. Case Western Reserve, with the support of individuals, corporations and foundations, aids nearly 100 designated research centers.

As a service-oriented institution dedicated to civic leadership, Case Western Reserve seeks individually and collectively to prepare our students to improve the human condition and to direct the benefits of discovery toward a better society. This effort is not limited to the university's classrooms, laboratories, librariesresidence halls and athletic fields, but includes partnerships with many other institutions. We build these partnerships believing that our ability to improve the human condition should begin in our own community.

Case Western Reserve University remains Ohio's top-ranked school among the nation's premier national universities, as ranked by U.S. News & World Report and is the only Ohio institution ranked in the top 50 nationally. We promote a culture of inquiry marked by rigor, creativity, curiosity, innovation, respect, sensitivity and open communication of ideas.

The university supports interdisciplinary partnerships in education and research with numerous faculty holding joint appointments in more than one Case Western Reserve school or department, as well as at neighboring institutions. These relationships launched many of the unique pairings of science, business and liberal arts into the centers and programs that enhance the undergraduate and graduate experience at the university. Our dual degree programs enrich the educational experience for those students who choose to balance the technical requirements of engineering or the sciences with a strong interest in the humanities.

With more than $375 million in research funding annually, the university attracts outstanding undergraduate and graduate students along with renowned faculty whose research has made significant contributions to the way we live and work. Case Western Reserve counts 15 Nobel laureates among our alumni and current and former faculty, including the first American scientist to ever receive the prize.

Our students' experiences in cultural institutions, clinics, social service agencies and industry are not viewed as “extra-curricular,” but create the learning experience that defines a Case Western Reserve education. The university's service programs in the Cleveland Municipal School District have impacted more than 145,000 students with more than 43 signature programs. The university has launched more than 580 community partnerships on the local, national and international levels. Annually the university sponsors Case for Community Day, an event where hundreds of Case Western Reserve employees and students lend their time and talent to targeted community development projects in the Greater Cleveland area.

Our alumni number more than 110,000 and constitute a “who's who” of every profession. Alumni represent one of the university's strongest resources, playing a vital role in campus life through their work as advisors, mentors, friends and advocates.

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