Department Assistant 3, Campus Services

Case Western Reserve University, United States

Updated: 22 days ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

Working under general direction, the department assistant is responsible for developing, implementing and managing procedures, handling complex/difficult matters, and performing diverse duties for the effective administration of business units within Campus Services including the Maltz Performing Arts Center (MPAC), Tinkham Veale University Center (TVUC) and Real Estate (residential and commercial properties).

 

ESSENTIAL FUNCTIONS

  • Has overall responsibility for smooth functioning of the Maltz Performing Arts Center (MPAC), Tinkham Veale University Center (TVUC) and Real Estate departments. Develop and maintain office procedures and perform diverse duties to provide first-class service to the university. (25%)
  • Authorize routine expenditures, prepare or assist in preparing budgets. Reconcile monthly expense/income statements. Perform budget analyses/ forecasting. Prepare financial reports for management. (45%)
  • Facilitate communications between the business units, the university, residents, and external constituents. Coordinate work flow between departments as needed (new hire onboarding, billing, ticket settlements, contracts, etc.). (20%)
  • Maintain confidential records. Develop and oversee viable record retention schedule. (5%)

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    NONESSENTIAL FUNCTIONS

  • Organize and plan meetings, travel, itineraries and reimbursements. (3%)
  • May oversee the work of temporary and/or student employees during events, and/or peak periods. (1%)
  • Carry out other assignment and special projects as assigned. (1%)

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    CONTACTS

    Department: Regular/daily contact with departmental staff to maintain workflow, address concerns, use and interpret procedures.

    University: Moderate contact with other university departments on an as needed basis to facilitate and promote joint action/cooperation to achieve immediate operating results or resolve management problems.

    External: Contact with external customers to make adjustments and resolve service complaints. Contact with travel and accommodation vendors to exchange information.

    Students: Contact with students to furnish, obtain, or exchange information, address concerns, or make adjustments and resolve service complaints.

     

    SUPERVISORY RESPONSIBILITY

    This position has no direct supervision of staff employees. Oversee general operations of temporary/ student staff.

     

    QUALIFICATIONS

    Experience: Minimum of 5 years of related experience required.

    Education/Licensing: High school education required.

     

    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.
  • Self-starter with the ability to work independently, and function with minimal supervision. Displays initiative, enthusiasm, and a strong sense of responsibility.
  • Experience in bookkeeping or general accounting. Ability to pay particular attention to detail, particularly in accounting functions.
  • Knowledge of university policies, procedures and PeopleSoft Financials systems preferred.
  • Good understanding of computers with experience in Microsoft Word, Excel, email, browsers, and Internet searches. Knowledge of basic terminology related to computer hardware and software.
  • Ability to work in a team concert, being able to play the roles of team leader and team player as required. Ability to actively listen and be responsive to verbal and non-verbal clues. (Listening Skills)
  • Ability to identify various types of problems along with the creation of workable solutions. Requires the identification and analysis of problems, evaluation of alternatives, and provision of solutions. (Problem Solving Skills)
  • Consistently models high standards of honesty, integrity, trust, openness and respect for the individual. Embraces diversity. (Ethic/Integrity Skills)
  • Ability to recognize the importance of certain tasks and responsibilities and the ability to prioritize to ensure that deadlines are met. (Dependability & Reliability Skill)
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors, and customers face to face.

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    WORKING CONDITIONS

    Typical office environment. Position involves high demands with the need to successfully complete large assignments with firm deadlines on-time and some with short lead times. The employee will perform repetitive motion using computer mouse and keyboard to type.

    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.

    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.

     

    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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