Working under minimal supervision , develop, implement and manage procedures regarding all aspects of the procurement, travel, general accounting and accounts payable operations of a large research unit. This individual will be the cornerstone of a reliable, efficient and proactive office operation as well as the central resource of monthly statistical reports required for the monthly and quarterly preparation of forecasting reports. Must be proactive, have strong judgment and decision making skills, as well as tact and professionalism. This individual must have strong technical and computer skills with an in-depth knowledge about the school’s programs, people and policies as well as the experience to conceive of and communicate solutions to systemic problems as they arise. Is experienced enough in a matrix organizational environment to create and suggest new procedures, work in concert with other clusters of the CSE to identify and communicate best practices, in direct response to the increasing responsibilities delegated from university central purchasing, accounts payable, and general accounting departments; e.g. newly delegated P-card purchases, wire transfers, travel approval processing, new requisition and invoice issuance responsibilities, etc.;
Responsible for the completion of all needed procurement activities for the Macro/ChemE/Materials research cluster. Perform complex bookkeeping, accounting, and data management duties as they relate to the preparation of reports, statements, invoices or other financial records.
Perform daily and monthly posting to general ledger, monthly financial statements, expenditure reports, miscellaneous billing and reconciliation of accounts.
Issue all requisitions, payment requests, including P-card processing, wire transfers, blanket PO, independent contract requests, honorariums and petty cash transactions. This involves in excess of five million dollars in expense per year. Understand and communicate effectively the requirements for processing all types of payments to all staff and faculty, working closely with central university departments and CSE departments. Authorize expenditures in the Manager’s absence.
Issue all travel, and non-travel reimbursements for all faculty, staff and students. Provide comprehensive processing of travel pre-approvals as set forth by new central administration duties delegated to CSE for the review of both duty-of-care and export control requirements. Proactively work with faculty in the assimilation of meeting new requirements, working closely with CSE central administration and also central Travel Office of the university.
Organize and maintain filing system for current and closed accounts. Maintain requisitions log, and data tracking, knowing where all requisitions and invoices are in the approval and payment process at all times.
Serve as the cluster liaison with the Purchasing, Accounts Payable, General Accounting and Travel Departments, being proactive in understanding new processing procedures and training requirements as they are introduced.
Responsible for placing all orders using the Pcard and keeping abreast of recent additional processing duties from central purchasing.
Assign account numbers on PVSnet website and accept all appropriate charges.
Verify expenses and income; audit expense statements and general ledger. Reconcile any erroneous tax charges and pursue and obtain necessary credits. Create and post journals as needed and requested.
Prepare journal entries for erroneous speedtypes and account numbers due to errors on PVSnet download.
Prepare all financial proposals such as bids for equipment purchase, sole-source justifications, estimates on labor, miscellaneous reimbursements for faulty, honorariums, wire transfers, purchase requisitions; responding to vendor requirements proactively according to university policy.
Assist with the daily operations of the department and provide the administrative support needed for the programmatic research needs of faculty.
Respond to written inquiries; assist with the preparation, proofreading and editing of reports and proposals; maintain on-line and hard copy filing systems; screen, prioritize, and follow-up on phone calls; and assist with PowerPoint and other formal presentations.
Perform other duties as assigned
Management Center: Daily contact with faculty and administrative manager to discuss work assignments.
University: Will work with internal departments such as Purchasing, Accounts Payable, General Accounting and the Office of Administration and Finance.
External: Contact with vendors outside the university.
Students: Daily contact with students to answer questions and resolve problems.
May supervise work-study students and temporary employees.
Experience: 2 to 3 years of experience as a successful administrative person of a comparable academic or industrial office. Academic research environment experience preferred as is experience working in a matrix organizational environment.
Education: High school education required, Bachelor’s degree preferred.
Proven administrative ability.
Excellent communication skills (writing and editorial, as well as oral skills),
Outstanding interpersonal skills.
Data Management, both hard copy records and databases.
Requires a mature, honest and ethical individual with good moral judgment and discretion.
Computer and software skills for correspondence and data tracking and analysis mandatory.
Familiar with online financial system (PeopleSoft Financials) preferred.
Fast-paced, multi-task, highly service oriented environment. Employee will need to be able to lift up to 5 lbs., bend/stoop, reach and perform repetitive motion using computer mouse and keyboard to type.
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 Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.