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