Department Assistant 3

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

Job Details

Job Title: Department Assistant 3
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 9024
Job Description POSITION OBJECTIVE

Working under general direction the Department Assistant 3 will provide diverse duties of an administrative nature for the faculty and staff in the Physical Education and Athletics Department including the Athletic Director and the Assistant Athletic Director/Business Operations/Corporate Sponsorships and Marketing. This position will be responsible for the overall smooth functioning of the department. Duties include managing travel-related and financial activities and assisting with all student club accounts.

Building a welcoming and inclusive community is the foundation of the work we do as professionals working with students. Fully including people of diverse backgrounds and perspectives helps us all thrive by working together, focusing on our collective well-being, and helping students gain insight from their academic endeavors and real-world experiences.

ESSENTIAL FUNCTIONS

    May authorize routine department expenditures (including equipment), prepare or assist in preparing budgets (forecasting), reconcile monthly expense statements. Prepare monthly closing reports using Launchpad, input monthly expenditures for quarterly and annual budget reports. Review and authorize payments for officials for all home varsity contests, BSN sports accounts, and all other invoices. Ensure all vendors receive timely payments. (50%)Arrange all varsity athletic travel, including air, bus, or van transportation, lodging, other transportation, dining options. Prepare sport contracts for 19 varsity teams. (30%)Administer all aspects of the office including appointments, telephone contacts, and correspondence. Interpret procedures to facilitate workflow and communication between department and all constituents. Maintain confidential records, including class excuse forms for student-athlete travel needs. (15%) Organize and plan department wide events, as well as other internal meetings. Coordinate with the athletic director regarding any fundraising opportunities available for the entire department, this may include ordering food, securing location, scheduling various meetings for preparation of the event, keeping a detailed account of money coming in for the event. Facilitate select communication with external groups. (5%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned.

CONTACTS

Department: Daily contact with faculty and staff relaying information on sensitive matters and/or for travel and budget reconciliation.

University: Daily contact with Human Resources, Payroll, Accounts Payable, General Accounting, Plant Services, Purchasing, Cashier, and Student Affairs to maintain workflow and/or budget reconciliation.

External: Periodic contact with vendors, recruits, and parents. Represent the university to vendors regarding athletic equipment, hotels/travel agency/ bus/ enterprise.

Students: Frequent contact with students to address concerns/ problems, make adjustments and resolve service complaints with regard to travel itineraries.

SUPERVISORY RESPONSIBILITY

May direct the work of students or temporary employees.

QUALIFICATIONS

Experience: 5 or more years of experience as an administrative professional required.

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

REQUIRED SKILLS

    Proficiency in PeopleSoft preferred.Excellent communication skills, problem solving and analytical skills particularly pertaining to finance and budget.Good organizational and time management skills.Ability to interpret policies, procedures, regulations, and situations.Ability to respect and protect the confidential nature of the work of the Director and staff. Work effectively and cooperatively with a very diverse group of people.Exercise good judgment and discretion in handling confidential and sensitive matters.Proficient in Microsoft Office Suite especially Excel.Commitment to working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background and ability.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

Typical office environment. Employee will need to have repetitive motion to type on keyboard and use computer mouse. The employee will travel frequently to the cashier’s office to make deposits and to the accounts payable department to pick up checks.

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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Organization

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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