Department Assistant 2

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 $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

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 of the chair, the Department Assistant 2 will directly support the department of Periodontics. The department assistant will handle the day-to-day administrative and secretarial aspects of the department by providing professional support to the department chair, faculty, staff and students. Assignments may be long term and require the department assistant to rely on own resources in task accomplishment.

ESSENTIAL FUNCTIONS

• Coordinate/perform secretarial/typing functions. Provide direct assistance and typing of instructional materials, reports, layout and design of promotional pieces, surveys, etc., tallying of raw data for permanent records. Proofread, edit and type documents and reports. (10%)
• Assist in the preparation of department and individual manuscripts for journal publication. (10%)
• Maintain graduate program manuals for department. (10%)
• Coordinate the department purchasing and accounts payable transactions; p-card purchases, online purchasing requests, check requests, Fisher and OfficeMax. Provide follow up on all inquiries regarding purchase requisitions and orders with vendors and internal Case Western Reserve University departments. Manage department p-card orders and monthly verification of charges. Submit monthly reports to the school¿s p-card administration with original receipts attached on a timely basis. Secure supervisor signature as approval to order product. (10%)
• Set up interviews for the department faculty and student applicants. (10%)
• Post exam/quiz questions to ExamSoft, Canvas, etc. Maintain course records and student grades for classes. Calculate grades, produce and cross-reference statistical reports as requested. (10%)
• Prepare academic and professional correspondence, including letter of recommendation regarding faculty and students. (10%)
• Serve as the department¿s administrative contact. Distribute/disseminate information to staff within the administrative and clinical areas of department. Serve as liaison between the department and other administrative sections of the School of Dental Medicine and university. (10%)
• Coordinate the submission of annual progress and final reports and no cost extensions. Maintain the files and documentation for each grant. Monitor the spending of grant monies, including all sub accounts. Monitor the eRA Commons for reporting deadlines. Verify expense reports/budgets for individually funded projects to ensure proper charges. Submit request for non-salary journals to the dental finance office. If the department has any funded projects, the department contact will verify with the principal investigator the percent effort to be charged to the grant each month. Submit effort report for funded projects monthly to the dental finance office. (10%)
• Work directly with the Dental Office of Graduate Studies administrator concerning changes in department graduate students status as needed. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with department chair, program director, faculty, residents and staff to share information.

University: Occasional contact with Immigration Services and the Office of Research Compliance to discuss legal and compliance issues. Occasional contact with Purchasing and Accounts Payable to exchange information.

External: Occasional contact with lecturers and vendors to facilitate meetings and events.

Students: Daily contact with students to exchange information.

SUPERVISORY RESPONSIBILITIES

No staff supervisory responsibility.

QUALIFICATIONS

Experience: 3 to 5 years of experience in a secretarial and or administrative field, 1 year of pre- or post- award research administration preferred.

Education: High school education required; some college is preferred.

REQUIRED SKILLS

• Strong organizational skills.
• Basic accounting skills required to perform financial duties.
• Ability to work in a fast-paced office environment with a diverse group of people. Ability to prioritize and multi-task.
• Ability to work independently often under deadline pressure.
• Excellent oral and written communication skills.
• Experience with MS Office, PowerPoint, Excel and e-mail.
• Ability to utilize library resources to locate research materials.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate 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 setting. The employee will perform repetitive motion using computer mouse and keyboard to type. This position is eligible for the staff hybrid work program.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

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 complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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