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Department Assistant 4 Job in Cleveland, Ohio US

Department Assistant 4

Case Western Reserve University - Cleveland, OH

Posted: 2/22/2024 - Expires: 5/22/2024

Job ID: 270067246

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Job Description

Job ID
12420

Location
Case Main Campus

Full/Part Time
Full-Time

Regular/Temporary
Regular

Job Description



POSITION OBJECTIVE
Working under general direction and reporting to the University Controller, the Department Assistant performs a wide variety of administrative functions. This individual will handle and process highly confidential, time sensitive and complex information providing assistance to the University Controller to increase their time and availability for high-level responsibilities. The department assistant will serve as a resource for the Senior Associate Controller and the department, but will also be seen as a resource for three smaller Finance Division departments, namely Enterprise Resource Planning, Audit Services, and Endowment Management. The department assistant may handle a wide variety of matters, situations and conflicts involving all levels of administration and rely on experience, independent judgment and decision making to
plan and accomplish goals.

ESSENTIAL FUNCTIONS
1. Manage all aspects of a professional and efficient office. Provide exceptional customer service to office visitors and on the telephone. Manage the University Controller's and the Sr. Associate Controller's calendars (including coordinating events/meetings, developing agendas etc. with other senior leadership), controlling the entryway security, arranging travel and producing and proofreading of documents (complex letters, quarter-end briefing book, annual report, etc.). In addition, maintain office machinery, such as copiers and postage machine. Periodically assist the three smaller Finance Division departments which occupy the same space as the Controller's Office (ERP, Audit Services, and Endowment Management). This includes assisting them with supply ordering, T&E reimbursement, conference room reservations, calendar meeting invites, and other various administrative tasks that come up from time to time. (35%)

2. Assist with the preparation of the departmental budget and forecasts. Reconcile expenditures charged to the departmental operating account and identify areas of concern.
Assist the University Controller in implementing cost-saving strategies. Maintain a strong understanding of university financial policy, purchasing policies, budgetary guidelines and deadlines. Prepare monthly reports, quarterly forecasts and yearly budget for review by the University Controller. Maintain a balanced budget. Prepare and mail invoices from the PeopleSoft Accounts Receivables module. Distribute reports. Work under the guidance of the accounts receivables accountant. Order office and other supplies for the department as a whole, ensuring that the department is receiving the best pricing. Maintain the proper amount of inventory for office supplies, payroll check stock and other forms, such as W-2's and 1042's. (25%)

3. Prepare and/or contribute to the preparation of documents for the year-end reporting process and the annual financial audit. Includes, but not limited to, the coordination of receipt of audit schedules, preparation of confirmation letters and management representations letters, and assistance in the production of the University's annual report, a
complex and audited document that must be in compliance with U.S. GAAP. (10%)

4. Interact diplomatically with many employees on behalf of the controller's office. Provide support to the tax manager with the state income tax and unclaimed funds filing process. Includes input of K-1's into the CTRAC tax software, requesting payment of state tax due, preparation and mailing of notice to recipients of unclaimed funds and coordination of responses and payments to recipients. This process involves the careful and sensitive handling and communication of personal and confidential information. (7%)

5. Manage emails on controller@case.edu , the main avenue of correspondence for the department, and ensure the proper staff have received and responded to inquiries in a timely manner. Determine and distribute tasks on the controller's office work list in PeopleSoft Financials to the proper person(s). (7%)

NONESSENTIAL FUNCITONS
1. Act as human resources liaison for the department. Includes posting of job openings, coordination of incoming and outgoing staff, tracking of annual reviews, scheduling
interviews, and maintaining current job descriptions. (3%)

2. Act as a liaison for the CedarTech Building, the non-CWRU owned office space where the Controller's Office and other various Finance Division departments are located. Work with the 3 rd party building manager, the building owner and the CWRU designated go-between to ensure proper janitorial, delivery, maintenance, and parking lot operations are functional and optimal for the Controller's Office occupancy. (5%)

3. Maintain and update the department's webpage. Ensure content is current. Upload documents when needed, such as the audited financial statements, the A-133 audit
document and memos from the Controller's Office to the University community. (5%)

4. Perform other duties as assigned. (3%)

CONTACTS
Department: Continuous interaction with professional and management staff of all levels within the Controller's Office. University: Daily contact with principle investigators and department administrators for petty cash reimbursements; frequent contact with the university community in answering phones and Finance Division, the mailroom staff, senior management and executive staff when scheduling meetings.
External: Weekly contact with vendors; occasional contact with external auditors or consultants.
Students: Little or no contact with students.

SUPERVISORY RESPONSIBILITIES
This position may supervisor temporary staff on a periodic or project basis.

QUALIFICAITONS
Experience: 6 or more years in office management.
Education: High school education required; Associates degree highly desirable.

REQUIRED SKILLS
1. Must have excellent oral and written communication skills.
2. Must be able to effectively interact with a wide range of individuals.
3. Proven customer service orientation.
4. Must be self-motivated and can work as part of a team.
5. High level of integrity and professionalism; handle confidential information responsible.
6. Accurate and detailed oriented; must be able to proofread.
7. Must be analytical and a problem solver.
8. Strong ability to multi-task and manage deadlines.
9. Proficient knowledge of Microsoft computer applications.
10. Ability to utilize email and internet effectively.
11. Experience with calendaring systems.
12. Experience with PeopleSoft or another ERP system preferred.
13. Experience managing a webpage a plus.
14. Ability to meet consistent attendance.
15. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS
General office environment.

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.

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 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.

.

Case Western Reserve University strives to maintain a diverse and inclusive work environment. All applicants are protected under Federal law from discrimination based on race, color, religion, sex, national origin, disability, age and genetics.

Job Summary

Employment Type:
Per Diem Employee
Job type:
Federal Contractor
Skill Based Partner:
No
Education Level:
High school graduate
Work Days:
Mon, Tue, Wed, Thu, Fri
Job Reference Code
78324503
Salary
N/A
Licenses / Certifications:
N/A
Display Recommended WorkKeys®Recommended WorkKeys®:
Applied Math: 4
Graphic Literacy: 4

Workplace Documentation: 4