Department Assistant 3

Job description

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.

Diversity Statement

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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Reasonable Accommodations

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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Job No:
Posted: 11/11/2020
Application Due: 2/9/2021
Work Type:
Salary: