Department Assistant

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $18.44 per hour.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under general supervision, provide administrative assistance to the Directors, Assistant Directors, Coordinators, and Project Managers for the departments of Business & Finance, Customer Service, Energy & Sustainability, Facilities Services, Planning & Design, and Construction. The department assistant is responsible for the efficient management of all office functions and administrative duties including organizing meetings, ordering supplies, and maintaining various data schedules.

ESSENTIAL FUNCTIONS

• Maintain various data schedules (e.g., regulatory, inventory, contacts, call-offs, vehicle assignment) daily, weekly, and monthly as required. (15%)
• Coordinate and schedule meetings, special events, presentations, and training sessions for staff. Coordinate room reservations, room setup, technology, and food when needed. Prepare and distribute meeting agendas and take accurate meeting notes. Keep zone and exception calendars updated. (15%)
• Assist contractors with acquiring badges, access, keys, and parking in a timely and effective manner to facilitate campus projects. Maintain this data. Review and update annually. (10%)
• Assist all new personnel with onboarding. Coordinate network access, keys, card reader access, ordering and setup of computers and telephones, and schedule any required training. Coordinate obtaining any additional parking, credit card, software, and uniform needs. Add new employees to applicable calendars and email groups. (8%)
• Coordinate the annual ordering of uniforms. Maintain an inventory of generic uniforms for new hires. (7%)
• Coordinate annual licensing and certifications. (7%)
• Assist staff with travel arrangements. Prepare and submit appropriate documentation for travel and other reimbursables. Manage the DCard. Make purchases, maintain receipts and other required documentation as required within the vendor program. (7%)
• Order and maintain office equipment and supplies. Coordinate repairs to equipment when needed. Review and submit carts for SmartCart window shoppers. (7%)
• Provide back-up coverage to the Customer Service Center due to high call volume, staff meetings or absences. (6%)
• Update website as required (e.g., personnel changes, policies, and procedures, etc). (6%)

NONESSENTIAL FUNCTIONS

• Create and maintain filing systems, electronic and physical. Copy, bind, scan, and laminate for others. Perform a variety of clerical duties and typing assignments requiring accuracy. (4%)
• Answer and direct phone calls. Open, stamp, and distribute mail. Provide general support to building visitors. (4%)
• Perform other duties as assigned. (4%)

CONTACTS

Department: Daily contact with departmental staff to maintain workflow or general support functions. Regular contact with maintenance employees to coordinate special needs.

University: Regular contact with other university departments for scheduling, coordination of access/keys, general inquiries, or when providing backup to the Customer Service Center.

External: Contact with contractors, uniform vendor, travel, and accommodation vendors to exchange information.

Students: Little or no contact with students.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervision of staff, students, or temporary employees.

QUALIFICATIONS

Experience: 2 to 3 years related administrative experience

Education: High school education is required

REQUIRED SKILLS

• Excellent computer skills. Proficient with Microsoft Office and Google spreadsheets, word documents, slide presentations, Zoom, and calendars. Ability to learn and utilize new computer programs.
• 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.
• Ability to actively learn - understanding the implications of new information for both current and future problem-solving.
• Ability to meet consistent attendance.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to work as a member of a team with congeniality and respect.
• Excellent organizational skills, detail oriented with emphasis on accuracy and quality; Ability to prioritize multiple tasks.
• Ability to work in an environment with continual interruptions.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

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.