Department Assistant 4

Case Western Reserve University


Date: 2 days ago
City: Cleveland, OH
Salary: $22.13 per hour
Contract type: Full time

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 $22.13 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 direction, provide administrative and financial expertise within the office of the dean in the Case School of Engineering. The department assistant will demonstrate proactive management of the office and serve the associate deans and assistant deans that report to the office of the dean. The department assistant will establish and maintain a relationship with key leaders in the administration (in particular, the office of the president), faculty and staff throughout the greater Case Western Reserve University community to facilitate the regular communication with these constituencies.

ESSENTIAL FUNCTIONS
1. Processes complex and highly confidential information. Administrative support and expertise for the office of the dean, including associate deans of the Case School of Engineering. (15%)
2. Administer all aspects of the office including receptions, appointments, telephone contacts, correspondence, travel, itineraries, file maintenance, financial transactions. (10%)
3. Arrange meetings and maintain necessary correspondence with attendees; takes minutes as needed in support of the associate deans that cover areas of Academic Affairs, Research, Finance, HR, Facilities. Assist with the planning and execution of the Dean's office events including meetings, lunches, ceremonies, receptions, and retreats. (15%)
4. Process facilities orders and budget tracking of various vendors, this includes creating requisitions and blanket purchase orders, processing payments against quotes and estimates. (10%)
5. Keep current on legislation, accreditation and faculty bylaw policies (ABET, FERPA, ASEE..etc),. relative to the school's faculty, staff, and students. (7.5%)
6. Facilitate dealings with others in the university relative to coordinating workflow. Relay information on sensitive matters to constituents, external and/or within the university to support the associate deans. (7.5%)
7. Maintain confidential records that may include sensitive student information, faculty and employee information, financial information as it relates to support of the various assistant and associate deans' etc... (7.5%)
8. May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/forecasting and expense reports. Provide technical support to the directors within the office of the dean to complete accurately and timely forecasts. Process IT Department request for computer hardware and software purchases for the School of Engineering. (15%)

NONESSENTIAL FUNCTIONS
1. Perform new employee training on tasks related to administrative support functions. (5%)
2. Supervise student workers. (2.5%)
3. Perform other duties as assigned. (5%)


CONTACTS
Department: contact with all levels of staff in office of the dean, office of finance & administration, and development
University: Extensive interaction with department chairs, faculty members, central administration and other staff.
External: Key contact for external phone calls to office of the dean on a daily basis; collaborators and students and other organizations
Students: Contact with students and employees of the associate dean for research; contact with students in the office of the dean, phone, email and in person.

SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. Oversee general operations of clerical staff.

QUALIFICATIONS
Experience: 6 years of related secretarial experience required.
Education/Licensing: High school education required.

REQUIRED SKILLS
1. Must be a self-starter and have a keen sense of the mission of the school with ability to critically analyze problems and independently generate creative solutions.
2. Excellent oral and written communication skills required.
3. High level of judgment, maturity, professionalism and discretion.
4. Works proactively with a high degree of independence and confidentiality.
5. Well organized, creative, flexible, able to balance multiple priorities, and highly motivated personality.
6. Ability to assess situations and communicate requirements needed for timely resolution of issues.
7. Ability to collect, organize and synthesize information in a cohesive and concise manner.
8. Excellent interpersonal skills, including demonstrated ability to interact effectively with senior- level professionals within the university, as well as external constituencies including medical, academic and corporate professionals.
9. Ability to use all nominal office equipment.
10. Knowledge of computer systems needed to maximize the value of information systems developed and used by the university.
11. 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.
12. Ability to meet consistent attendance.
13. 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.

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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