Administrative Assistant

Job Description

POSITION OBJECTIVE

Operating with general guidance and limited oversight, the administrative assistant offers comprehensive administrative support to University Marketing and Communications, helping the department achieve its goals of raising the national and international stature of Case Western Reserve while also helping to promote a positive office working environment. This individual will be pivotal in facilitating fiscal operations and data entry within the department's project management framework and will play a central role in budget management.

ESSENTIAL FUNCTIONS

• Execute a high volume of fiscal tasks within PeopleSoft, demanding meticulous attention to detail and accuracy. These include processing requisitions, journals, travel and expense reimbursements, and independent contractor agreements. Ensure thorough processing and posting of all invoices. Responsible for inputting detailed and accurate fiscal and data entries into the QuickBase project management program to track project expenditures. Aid in generating project-specific and other budget reports efficiently in QuickBase. Primary accountability for reconciling monthly expense statements, maintaining comprehensive budget tracking data, providing support with budget analysis and forecasting reports. Document and track charges from all digital media platforms, collaborating closely with the marketing project manager. (70%)
• Work directly with the vice president to coordinate appointments, telephone contacts, correspondence, travel arrangements, etc. Process complex and highly confidential information; maintain confidential records. Arrange meetings and maintains necessary correspondence with attendees. Relay information on sensitive matters to constituents, external or within the university. (15%)
• Maintain and update freelance vendor database to ensure contracts are accurately executed and continuously in effect. Monitor and oversee critical departmental subscriptions and products to ensure uninterrupted service. Handle confidential and complex information with discretion, ensuring adherence to all relevant policies and procedures. (10%)

NONESSENTIAL FUNCTIONS

• Perform administrative functions to ensure the efficient, effective operations of the department (e.g., ordering of materials, general clerical/office tasks). (5%)
• Perform other duties as assigned (>1%).

CONTACTS

Department: Daily contact with departmental staff to maintain workflow.

University: Contact with other university departments on an as needed basis to exchange information.

External: Contact with travel and accommodation vendors to exchange information.

Students: Contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS

Experience: 5 years of administrative experience.

Education: High school education required; Bachelor's degree preferred.

REQUIRED SKILLS

1. Excellent written and verbal communication skills.

2. Ability to work independently and with minimal supervision, to manage recurring tasks and meet ongoing deadlines.

3. Ability to work collaboratively with multiple teams across the department.

4. Superior attention to details and strong organizational skills to manage multiple projects at the same time.

5. Ability to seek out information when needed and actively learn, understanding the implications of new information for both current and future problem-solving and decision-making.

6. Strong familiarity with Mac operating systems and Google Suite of products.

7. Knowledge and experience with Peoplesoft products preferred.

8. Strong aptitude to learn new technology platforms.

9. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.

10. Ability to meet consistent attendance.

11. Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.

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.

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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.

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