Department Assistant 2

Case Western Reserve University
Case Main Campus
Closing date
Oct 21, 2021

Job Details

Job Title: Department Assistant 2
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 9003

Working under general direction, the Department Assistant 2 will oversee general operations for the Department of Chemistry by providing administrative support to the Chair of the Undergraduate Committee and to the individual faculty members in the department. This position will assist with undergraduate student recruitment, monitor the academic progress of graduate students, coordinate tours and visitation schedules for prospective undergraduate students, plan and organize department events, assist with graduate student academic affairs and provide coverage in the absence of other staff as part of the day-to-day operations.


    Purchasing: Prepare and submit department/faculty requisitions. Contact outside vendors to obtain invoices/quote and follow up on collection of various accounts. Daily contact with Purchasing department to assist vendors requesting purchase order numbers. Establish new vendors in PeopleSoft per faculty request. Assemble weekly Pcard reconciliation report for department manager. Reconcile department grants on monthly basis. Reconcile faculty research grants on monthly basis. Maintain balance report for research grants. Prepare and submit travel requests (PeopleSoft). Prepare and submit check requests (PeopleSoft). Maintain updated travel and check request log. Handle confidential information. Distribute received packages to appropriate individual in department. Maintain department supply cabinet to ensure office and classroom needs are met. Use historical information to trace purchased materials. Update and/or develop clerical procedures. Perform complex and diverse bookkeeping and accounting duties as they relate to the preparation of reports, statements and invoices. Perform daily posting to general ledger, monthly financial statements, expenditure reports, miscellaneous billing and reconciliation of accounts. Verify expenses and income, audit expense statements and general ledger. Organize and maintain filing system for current and closed accounts. (50%)Academic-Undergraduate Students: Work with confidential records such as student grades, salaries and transcripts. Coordinate class schedules for all Chemistry faculty using SIS system. Maintain and update the course catalog each year. Maintain the Chemistry website by updating and revising course offerings each semester listed on website. Prepare and maintain database for Chemistry major and minors. Assign advisor to Chemistry majors. Reply to inquiries (internal and external) regarding Chemistry curricula and programs. Maintain records for students enrolled in CHEM397/398. Prepare statistical and certification reports to accreditation agency. Coordinate exit questionnaire process for undergraduate seniors. Liaison to undergraduate dean’s office. Provide advisory monitoring on satisfaction of BA and BS major requirements. Liaison to undergraduate recruiting committee. Responsible for committee data and reports. Liaison to undergraduate visibility committee. Responsible for all undergraduate student public relations materials. Function as the primary assistant to faculty in the department; copy, scan, create/modify PDFs and file. Prepare classwork, initiate, compose and follow-up on routine correspondence. Perform more difficult typing (including statistical or technical communication) assignments such as scientific manuscripts. Prepare travel expense forms, submit payment requests and travel reimbursements. Manage department duties on a daily basis. (30%)Academic-Graduate Students: Assist with preparing and submitting graduate student payroll forms and memos of assistance each semester. Track program of study progress and maintain reporting information for graduate student committee. (10%) Events: Initiate, plan and assist with a variety of programs, including but not limited to research poster session, two award luncheons and graduate student orientation week. Maintain accounting/bookkeeping records for each event that incurs expenses. Organize and coordinate various workshops, Electrochemical Measurements for YCES, colloquium and frontiers in chemistry lecturers. Assist with itinerary for all colloquium and frontier seminar speakers, arrange accommodations and travel and prepare and post flyers for each event (10%)


    Provide coverage in the absence of other staff. (<1%)Perform other job duties as assigned. (<1%)


Department: Frequent contact with faculty. Frequent interaction with supervisor regarding financial matters. Regular collaboration with other staff members to provide assistance.

University: Regular contact with undergraduate and graduate schools, international student services, the registrar and financial aid. Frequent interaction with Office of Research Administration and College of Arts and Sciences.

External: Moderate contact with vendors.

Students: Frequent contact with undergraduate and graduate students to discuss department requirements. Occasional contact with students on non-academic and academic concerns to provide advice and instruction. Regular communication with students regarding academic requirements and transition phases.


No direct supervisory responsibility.


Experience: 3 to 5 years of administrative work experience required. Experience in an academic environment preferred.

Education/Licensing: High school education required; college degree preferred.


    Strong typing, grammar and computer skills. Knowledge of Macintosh a plus.Highly efficient oral and written communication skills required.Ability to communicate effectively with faculty, staff and students required.Ability to maintain confidentiality.Work in a fast paced environment.Excellent work ethic.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors and customers face to face.


General office working 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.


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.



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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