Department Assistant 3
Job Title: Department Assistant 3
Location: Case Main Campus
Full/Part Time: Full-Time
Job ID: 8683
Job Description POSITION OBJECTIVE
Working under general direction, the department assistant 3 will perform diverse duties of an administrative nature requiring professionalism and attention to details for the School of Medicine office of Research Administration. The department assistant has overall responsibility for the smooth functioning of the office and will provide administrative support to the office staff, monitor the operating budget, plans meetings and events, and is involved with more complex difficult matters. In addition, the department assistant will provide administrative support to cores and centers under the umbrella of the school’s research administration office.ESSENTIAL FUNCTIONS
- Monitor financial activities of the department. Authorize and conduct routine department expenditures. Monitor PCard transactions and travel and expense submissions. Manage and monitor spending and revenue of the following institutional cores: Scientific Repair, Light Microscopy Imaging Core, Electron Microscopy, Proteomics, and Transgenic and Targeting cores. Forecast financial stability and recommend proactive actions to assure long-term financial stability. Provide financial information to the assistant director to be used in preparing and managing the aforementioned office. (30%)Has overall responsibility for the smooth functioning of the department. Provide administrative support to the office; schedule and prepare for meetings, route inquiries to the appropriate staff members. (20%)Facilitate communications on behalf of the department, including promoting medical school activities throughout the school and the university. Coordinate workflow between departments as needed. Prepare and disburse correspondence via e-mail, message boards, flyers, interoffice and regular mail. (15%)Review new and renewing pre-approved and standard contracts for required information and follow-up with the requestor as needed. Route pre-approved and standard contracts to the vice dean for research for signature. Route complex inquiries to office staff as needed. (15%)Working with the administrative operations manager, plan and organize meetings, agendas and activities for visitors from local and foreign institutions. Assist in the coordination of workshops and symposia. Prepare travel arrangements for staff and guests as needed. (15%)
Perform other duties as assigned. (5%)CONTACTSDepartment: Daily contact with the department staff to ensure operations of the department. Daily contact with supervisor to maintain workflow. University: Contact with other medical school departments on an as needed basis, ranging from daily to infrequent contact, specifically department administrators, department chairs, various staff within the SOM Office of Finance and Planning, as well as, the Procurement office. Contact with various faculty across the university as needed to exchange information.External: Contact with external vendors to order supplies, staff at affiliated hospitals to deliver invoices and ensure payment for services rendered by the research administration cores. Contact with travel and accommodation vendors to exchange information, specifically Direct Travel, Flite II and area hotels for invited guests.Students: As needed.SUPERVISORY RESPONSIBILITY
No direct supervisory responsibility.QUALIFICATIONS
Experience: 5 or more years of administrative experience required.
Education/Licensing: High school education required; Associate’s and/or Bachelor’s degree preferred.REQUIRED SKILLS
- Knowledge and understanding of commonly-used accounting concepts, practices, and procedures.Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university, and with individuals outside the university.Good/strong organization skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow-through. Ability to work effectively independently and collaboratively within a team. (Must be highly motivated, responsible, dependable and a self-starter). Ability to work with sensitive information and maintain confidentiality. Effective problem-solving skills; must demonstrate, sound judgment and good decision-making. Must demonstrate flexibility and ability to work under pressure; must be able and willing to (work in a fast-paced, changing environment) conform to shifting priorities, demands and timeline. Proficiency in Microsoft Office and database management.Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.
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.