Department Assistant 2
Case Western Reserve University - Cleveland, OH

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This position will directly support the department of Orthodontics. Under the general direction of the chair, handle day-to-day business aspects of the department by providing professional support to the department chair, faculty, staff and students.


  • Coordinate/perform secretarial/typing functions. Direct assistance and typing of instructional materials, reports, layout and design of promotional pieces, surveys, etc., tallying of raw data for permanent records.
  • Serve as the department’s administrative contact. Distribute/disseminate information to staff within the administrative and clinical areas of department.
  • Assist in the preparation of department and individual manuscripts for journal publication.
  • Maintain graduate program manuals for department.
  • Perform med-line searches and locate journal articles, books and bibliographies for faculty from campus library as assigned. Assist faculty with the preparation abstracts.
  • Secure lecture rooms and necessary A/V, audio, etc. equipment for course and guest lecturers for undergraduate and graduate courses.
  • Create slide presentations for department lectures. Assist full and part time faculty and outside lectures with handouts, syllabuses, manuals and exams.
  • Prepare clinic and case evaluation schedules.
  • Accept deliveries for department and distribute as appropriate. Notify requester of product deliveries. If applicable check items into purchasing system as received.
  • Liaison between the department and other administrative sections of the dental school and university.
  • Arrange itinerary and travel accommodations for special guests, visiting lecturers and departmental personnel.
  • Responsible for both pre-award and post-award grant management. This position will work directly with investigators in preparing and submitting grant applications, interacting with the Dental School director of research administration and Office of Sponsored Projects at Case. This includes assisting the principal investigator in preparing the budgets to be approved by the finance office, online submission with, and paper submission for other granting agencies. Work with principal investigator to ensure compliance with all current forms and requirements including animal and human subjects. Contact collaborators as needed to retrieve support materials, budget information and progress reports. Compile appropriate forms and documents for sub awards.
  • Grants management duties also include coordinating the submission of annual progress and final reports, no cost extensions and maintaining the files and documentation for each grant, monitoring the spending of grant monies, including all sub accounts, and monitoring 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.
  • As needed - if the department has any funded project, the department contact will verify with the principal investigator the percent effort to be charged to the grant each month. Department contact will submit effort report for funded projects monthly to the Dental Finance office.
  • Provide information to Dental School Finance Office for annual and five-year grant forecast for the department.
  • Coordinate the department purchasing and accounts payable transactions, including but not limited to p-card purchases, online purchasing requests, check requests, Fisher and Office Max. Provide follow up on all inquiries regarding purchase requisitions and orders with vendors and internal Case departments.
  • Responsible for the department procurement card orders and monthly verification of charges. Monthly reports must be submitted to the school’s Pcard administrator with original receipts attached on a timely basis. Secure supervisor signature as approval to order product.
  • Work with Dental Finance Office regarding personnel matters and prepare appropriate paperwork, position descriptions, appointment letters and INS forms. Initialize the paperwork for VISA extensions, or applications.
  • As needed, coordinate faculty searches including posting the position at various journals and web sites, follow all faculty diversity and Case hiring protocols and complete appropriate forms, track applicants, compose and send out rejection letters, arrange for interviews and set up the recruit’s itinerary including travel arrangements, hotel accommodations, seminar presentations, room reservations, and schedule individual interviews with the recruit and various faculty at Case.
  • As needed, coordinate maintenance of facilities within the department and maintain service contracts for equipment and schedule repairs.
  • As needed, work directly with the Dental Office of Graduate Studies administrator concerning changes in department graduate students status.
  • Assist chair and faculty in updating curriculum vitae and bio-sketches.
  • Responsible for the composition of department newsletters.
  • Set up interviews for the department faculty and student applicants.
  • Maintain course records and student grades for courses taught; calculate grades and produce and cross-reference statistical reports as requested.
  • Maintain departmental calendar.
  • Prepare academic and professional correspondence, including letter of recommendation regarding faculty and students.
  • Answer and direct inquiries regarding external but university related activities for the department.
  • Proofread, edit and type documents and reports as needed.
  • Plan and execute special-occasion functions.
  • Take minutes of departmental meetings.
  • As needed, assist with the proctoring of exams; turn in examinations to the Office of Student Services for grading; return graded exams to chair or faculty for review.


    Perform other duties as assigned.


    Department: Contact with faculty, residents and staff on a daily basis.

    University: Contact with Office of Immigration and Human Resources Services, Office of Research Compliance, purchasing and accounts payable.

    External: Contact with lecturers and vendors.

    Students: Daily contact with students.


    No supervisory responsibility.


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

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


  • Must have strong organizational skills.
  • Basic accounting skills required to perform financial duties.
  • Must be able to work in a fast paced, busy office environment with a diverse group of people.
  • Must be able to prioritize and have the ability to handle multi-tasking.
  • Requires the ability to work independently often under deadline pressure.
  • Excellent communication skills both orally and written.
  • Experience with MS Office, PowerPoint, Excel, E-mail.
  • Ability to utilize library resources to locate research materials.


    General office setting.

    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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