Description

POSITION OBJECTIVE

Working under general direction, the Department Assistant 3 has overall responsibility for the smooth functioning of the Department of Pharmacology. This position will perform diverse duties of an administrative nature, managing general operations and procedures for the department.

ESSENTIAL FUNCTIONS
 

Organize, plan meetings, departmental agenda, etc. Manages large seminar series for both Pharmacology and CCSMB departments. Coordinates with seminar committees to arrange travel, room reservations, event promotion, email reminders, food arrangements, and develops full itineraries including interviews and appointments. Ensures guests are escorted to each appointment. (25%)
 Maintains confidential records related to human resources activities and faculty reviews. Prepares new faculty appointment and reappointment paperwork, and handles promotion, tenure, and annual review documentation with discretion and attention to detail in their preparation. (20%)
Involved with more complex/difficult matters. Exercises authority in human resources activities which include overseeing talent acquisition, career development, retention, training and development. Participate in recruitment efforts for staff positions. Has departmental authority to approve personnel action requests including performance/merit evaluations, compensation requests, performance corrective actions, terminations, and new faculty positions to be opened. Facilitate immigrant/permanent resident status for faculty and staff. managing review administration, and financial approvals, requiring a high level of discretion and organizational skill. (20%)
Has overall responsibility for smooth functioning of the department. Administers all aspects of the office including appointments, communication, travel, and coordination of workflow between departments. Keeps the Chair's calendar, schedules meetings, and communicates department-wide messages from the Chair. Ensures the department runs efficiently by managing travel requests and reimbursements for faculty, staff, and students. Facilitate communication between department and the university. Acts as liaison between the department and the university, coordinating responses and materials from other department assistants to meet Dean or Basic Science Chair requests. Maintains department video boards and creates flyers/promotional materials as needed. Coordinate workflow between departments as needed. Coordinates interdepartmental workflow to meet requirements of Dean or Basic Science Chair projects. Interacts with other department assistants to gather and organize necessary materials and responses. Perform varied duties of an administrative/clerical nature requiring accuracy, such as seminar invites, candidate/speaker interview requests, maintaining common supplies, and ensuring the general appearance of the department's administrative area. Also includes preparing highly confidential faculty review documentation, promotion and tenure paperwork, requiring discretion and attention to detail. (10%)
May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/forecasting, expense reports. Authorizes routine expenditures such as general supply ordering and procurement. Prepares budgets, reconciles monthly expense statements (including P-card, Travel and Expense-card, and D-card), performs budget analysis and forecasting, and prepares expense reports. Also sets up and monitors petty cash accounts. (15%) 
 

NONESSENTIAL FUNCTIONS
 

Plan and organize meetings and initiate necessary correspondence with attendees; take minutes. (5%)
 Maintain department files, including confidential records (e.g., budget reports). Involved with more complex/difficult matters; prepare correspondence and reports for the chair. (2%)
Perform other duties as assigned. (3%)

CONTACTS
Department: Daily contact with Pharmacology faculty, staff, and students to exchange information.
University: Regular contact with Human Resources, Procurement, General Accounting, and School of Medicine Admin Offices. Regular contact with other university departments that department faculty are associated with to exchange information.
External: Extensive contact with external travel and accommodation vendors to exchange information. Extensive contact with external associates of principal investigators to arrange travel. Frequent contact with faculty outside of Case Western Reserve University for collaboration and recruitment.
Students: Daily contact with students to exchange information.

SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees.

QUALIFICATIONS
Experience: 5 or more years of related administrative experience required.
Education: High school education required. College degree preferred.

REQUIRED SKILLS
 

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. Talking to others to convey information effectively.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
Ability to operate copy and fax machines to perform calculations and produce documents.
Excellent organizational and time management skills required. Must be able to work independently and stay on task.
Ability to work with individuals at all levels of the organization, including physicians, researchers, administrators, and other ancillary staff.
Expertise regarding scheduling/spreadsheet and data analysis programs. Experience with PeopleSoft Financials preferred.
High-level accounting skills.
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 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.
 

Requirements

QUALIFICATIONS
Experience: 5 or more years of related administrative experience required.
Education: High school education required. College degree preferred.