Job Title: Department Assistant 2
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8868
Job Description POSITION OBJECTIVE

Working under general direction, the Department Assistant 2 will provide direct administrative support to departments that are supported by the basic science administrative team in the School of Medicine. Duties include serving as the initial contact for visitors, data collection and entry, operational oversight and project-based tasks. Assignments may be long term and require the individual to rely on own resources in task accomplishment. This position will also require collaboration with the team on various projects.

ESSENTIAL FUNCTIONS

Serve as the initial contact for basic science departments under the administrative operations team at the School of Medicine. Responsible for facilitating a positive experience. Greet and director visitors and notify team members when guests arrive. Answer and redirect incoming phone calls, respond to inquiries from students, faculty, staff, and external visitors. Redirect to relevant office members as appropriate, relay messages, set up conference calls and meetings, greet visitors to the office, ensure the main office area is maintained and provide a welcoming environment; assist in responding to student inquiries regarding scheduling procedures, graduation requirements, and required program coursework. (20%) Provide administrative support for the Anatomical Gift Program including (but not limited to): taking calls from potential donors during work hours, returning messages to donors and external contacts, mailing out information to interested parties, scheduling FedEx pick up, entering changes in to database, maintaining records of activity. (20%) Perform a variety of clerical duties, including (but not limited to): keying and collecting data for training grant tables, managing calendars for department chairs as needed, manage all reoccurring committee meetings, process payroll forms, assisting grant managers with compiling data and maintaining records for pre- and post-award management, assisting human resources with obtaining signatures on necessary forms. (20%)Responsible for the preparation and coordination of journal clubs and seminar activities including (but not limited to): interaction with speakers and coordinating agendas, meetings, and honorariums. (15%)Assist with administrative aspects of the faculty search, promotion and tenure process including (but not limited to): completing paperwork and compiling packets, maintaining records for each candidate, communicating progress regularly to the Director, maintaining applicant and interview records for all candidates, compiling AA information, coordinating applicant interviews and meetings, coordinating search committee meetings (20%)

NONESSENTIAL FUNCTIONS

Cross train with the other department staff members. Perform other duties as assigned. (3%)Maintain department websites for areas that fall to the Hub. Ensure all information is current and relevant. (2%)

CONTACTS

Department: Continuous contact with departmental staff, students and faculty to answer questions, provide or coordinate information.

University: Occasional contact with School of Medicine-based offices such as Human Resources, Faculty Affairs, Payroll or University Technology to collect necessary information for departmental contacts

External: Frequent interactions with visitors and seminar speakers both in person and via phone, both locally, regionally, and nationally. Regular contact with alumni as well as those seeking to participate in the anatomical gift program.

Students: Continuous contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS
Experience: 3 to 5 years of related experience working in an office or professional setting.

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

REQUIRED SKILLS

High comfort level with web-based applications including but not limited to the use of Google Apps and Microsoft Office (Word, Excel and PowerPoint). Strong organizational skills, self-motivation and demonstrated ability to work independently as well as collaboratively in a team.High attention to detail; ability to problem solve and follow an issue through to resolution.Excellent interpersonal and communication skills (including oral, written and presentation.Strong commitment to customer service and must be able to act as a strong ambassador of the School of Medicine to all constituents.Must be able to process complex and highly confidential information and conduct in a professional manner Ability to meet consistent attendance.Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

General office environment, the employee will perform repetitive motion using computer mouse and keyboard to type. Work may involve standing or escorting groups of students across the Health Education Campus facility for extended periods of time. In rare occasions this position may be asked to transport materials from one location to another which may involve lifting objects that weigh up to 40 pounds.

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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