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POSITION OBJECTIVE

Working under general direction the Department Assistant 3 for the department of Molecular Biology and Microbiology will perform diverse duties of an administrative nature requiring accuracy. The department assistant has overall responsibility for the smooth functioning of the department, and will facilitate communications between department and university, provide administrative support to the team; manage the department website; schedule meetings and seminars; and provide staff support for the Committee on Appointments, Promotions and Tenure (CAPT).

ESSENTIAL FUNCTIONS

1. Has overall responsibility for smooth functioning of the department of Molecular Biology and Microbiology. Facilitate the department activities; schedule meetings, draft correspondence and represent the department at meetings as assigned. (14%)
2. Maintain confidential records and perform diverse duties of an administrative clerical nature requiring accuracy (document formatting, distribution, survey setup, etc.) Approve time and attendance. (16%)
3. Involved with more complex/difficult matters including coordination and processing of research associate and other staff reviews. (10%)
4. Organize, plan meetings, departmental agenda, etc. Advertise, schedule and coordinate seminars. Coordinate workflow between departments as needed. Coordinate events and food ordering. (20%)
5. May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. Process large acquisitions, licensing agreements and service contracts for the department, cores and individual researchers. Verify funds are available and within compliance for grants and contacts. (18%)
6. Order lab and office supplies; maintain inventory. Coordinate shipping via FedEx. Approve purchases, monitor Pcard transactions and travel and expense submissions. (10%)

7. Maintain department website and prepare weekly newsletter. Maintain multiple email and collaborator databases. (10%)

    

NONESSENTIAL FUNCTIONS

Perform other duties as assigned (2%)

CONTACTS

Department: Daily contact with department faculty and staff to exchange information. 

University: Weekly contact with Office of Grants and Contracts, SPAdocs, Travel and Expense, Procurement, faculty and staff in other departments throughout the School of Medicine and Case Western Reserve University to exchange information.

External: Regular contact with vendors, visiting faculty and their staff, and the faculty and staff at the Veterans Affairs to exchange information.

Students: Daily contact with graduate students to exchange information.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility.

QUALIFICATIONS

Experience: 5 or more years of related experience required.

Education: High school education required. Associate¿s and/or Bachelor¿s degree preferred.

REQUIRED SKILLS

Knowledge and understanding of commonly-used accounting concepts, practices, and procedures.

Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university, and with individuals outside the university.

Good/strong organization skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow-through.

Ability to work effectively independently and collaboratively within a team. (Must be highly motivated, responsible, dependable and a self-starter).

Ability to work with sensitive information and main