Department Assistant 1
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

Working under occasional supervision, will function as a department assistant for the chemistry department chair and secretary to all faculty or administrative personnel within the department.

ESSENTIAL FUNCTIONS

Administrative functions:

  • Process confidential information/material for all faculty promotion and tenure requests.
  • Coordinate and process confidential information/material for faculty activity reports.
  • Process confidential information/material, coordinate visits, schedules for faculty searches.
  • Organize the colloquium and frontiers in chemistry lecturers (flyers, schedules, hotel, and travel).
  • Prepare and update information for department directories.
  • Prepare appointments and process material for various department positions at university.
  • Organize special events.
  • Responsible for completion of travel expense reports for processing through accounts payable.
  • Assist chair with completion and submission of national certification reports.
  • Faculty support:

  • Provide secretarial support for all faculty members in department.
  • Initiate and compose routine correspondence.
  • Prepare class work, manuscripts and letters.
  • Responsible for department’s outgoing and incoming mail once a week.
  • Copy, fax and file faculty material.
  • Type technical reports for submission to agencies.
  • Answer telephones.
  • Log and track all FedEx mailings and billings.
  • Organize and coordinate Electrochemical Measurements Workshop for YCES.
  • Organize and coordinate Electrochemical Engineering Workshop for YCES.
  • Work with confidential records (graduate and undergraduate students).
  • Arrange travel for department faculty.
  • Log grades for faculty.
  • Maintain Google calendar for department.
  • Maintain record keeping or filing system for faculty class work.


  • NONESSENTIAL FUNCTIONS

  • Arrange accommodations for seminar speakers with colloquium/frontiers chair.
  • Provide clerical assistance to other support staff.
  • Gather and compile information for management use.
  • Perform other duties as assigned


  • CONTACTS

    Department: Frequent communication with chemistry faculty. Frequent communication with department manager on matters concerning daily work. Frequent communication with the other staff members within the department.

    University: Communicate on an as needed basis with other departments on campus that are essential to the continuing function of the department of chemistry.

    Students: Assist graduate and undergraduate students with information/requirements of their program. Assist students with any non-academic concerns that they might have and provide support.

    SUPERVISORY RESPONSIBILITY

    No supervisory responsibility.

    QUALIFICATIONS

    Experience: Two to three years work experience preferably in an academic environment.

    Education/Licensing: High school education required, some college preferred.

    REQUIRED SKILLS

  • Must be experienced and proficient in the use of Microsoft Word, Excel, PowerPoint and Photoshop. Training in other software applications may be required.
  • Proficient knowledge of both the MacIntosh and PC computers preferred.


  • WORKING CONDITIONS

    General office working environment.

    Diversity Statement

    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.

    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 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.

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