Description
POSITION OBJECTIVE
Working under general direction, the Senior Administrative Assistant will provide administrative support to the Economics department. Responsibilities include financial oversight, human resources coordination, and faculty support for the central hub. The administrative assistant ensures seamless daily operations while managing high-level responsibilities that directly impact the department's success.
ESSENTIAL FUNCTIONS
Oversee the administrative process for faculty recruiting. Advertise the position, send each applicant an acknowledgement letter, create and maintain relevant database information on each applicant, obtain required HR approvals in sequence and in a timely manner. Send periodic letters to all applicants to update them regarding their status. (20%)
Set up appointments for interviews, seminars and campus visits. Arrange for advertising of all seminars, make reservations for lodging, reserve seminar room, order refreshments and see that invited speakers are reimbursed for their expenses (upon receipt of expense documentation). (20%)
Oversee and maintain the department budget. Monitor department budget throughout the year, check for potential areas of over-expenditure. Initiate and approve vouchers, requisitions, disbursement, travel expense reports, faculty and staff reimbursements, and other necessary forms. Provide financial reports to faculty including all expenses (travel reimbursements and grants - with financial records). (25%)
Provide faculty support, including the following. Copying teaching notes as needed, ordering textbooks, making desk copies for reference use in the department and making copies of other research material for faculty. (15%)
NONESSENTIAL FUNCTIONS
Perform all administrative/clerical duties for the department, including greeting visitors, screening and directing inquiries regarding faculty schedules and courses. Organize and maintain all department files, including financial records, personnel files and faculty correspondence. (5%)
Create appointment letters for Graduate and Research Assistants and Lecturers. (5%)
Generate and approve all Graduate Student Payroll forms and tuition waivers and student memo of assistance forms. Responsible for financial aid and budgetary records. Distribute, collect and record all pertinent data for tax and I-9 forms as needed. (5%)
Proactively identify and implement process improvements to streamline departmental operations and increase efficiency. (5%)
Order all office supplies, as necessary. Responsible for maintaining good working condition of several pieces of equipment: printers, photocopiers, etc. Responsible for submission and follow-up of work orders, maintenance calls, telephone requests, etc. for the department. Assist faculty with travel arrangements, when needed. Proctor exams as needed. (3%)
Arrange and attend faculty meetings; prepare agenda, make lunch arrangements, take minutes and prepare them for the chairman's approval and distribution to the faculty, follow up and report back to the faculty on agenda items (as needed). (2%)
CONTACTS
Department/School: Daily contact with departments, programs, administration, faculty and staff to assist setting up seminars, campus visits, and budget preparation.
University: Frequent contact with other departments to assist in faculty recruitment, arranging campus visits and managing student payroll processing.
External: Frequent contact with external vendors to make travel arrangements for faculty and visiting guest speakers.
Students: Frequent contact with students who are hired as Graduate Teaching Assistants and/or requesting appointments with department members.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees.
QUALIFICATIONS
Experience: Minimum 5 years of related secretarial experience required. Previous experience in an academic institution is a plus.
Education/Licensing: High School education is required. Bachelor's degree in business administration or in a related field preferred.
REQUIRED SKILLS
Excellent communication skills, both oral and written, as well as interpersonal skills.
Excellent organizational skills, mathematical aptitude, attention to detail and self-starter.
Demonstrated ability to handle budget processes, including reconciliation and forecasting.
Advanced skills in Microsoft Office, Excel, PowerPoint, database management, spreadsheets and aptitude for learning new software, if needed.
Ability to work independently as well as a member of a team.
Strong interpersonal skills including tact and confidentiality.
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.
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 $19.41 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
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 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.
Apply to job#13974 at jobs.case.edu.
Requirements
Qualifications:
Experience: Minimum 5 years of related secretarial experience required. Previous experience in an academic institution is a plus.
Education/Licensing: High School education is required. Bachelor's degree in business administration or in a related field preferred.
