Case Western Reserve University Cleveland , OH 44114
Posted 4 weeks ago
Job Description
POSITION OBJECTIVE
Working under general direction, provide diverse administrative support to members of the University Technology (UTech) executive leadership team (e.g., the Chief Information Officer, Assistant Vice Presidents, Senior Directors, the Chief Information Security Officer, and the Executive Aide). Key responsibilities include high-level support for coordinating meetings and executive schedules, office reception and management, documentation creation and management, and financial functions. This position will be involved with more complex difficult matters.
ESSENTIAL FUNCTIONS
NONESSENTIAL FUNCTIONS
CONTACTS
Department: Daily contact with staff including the senior leadership of the division. The nature of these interactions will be furnishing and receiving information.
University: Daily contact with other university departments, such as Procurement, Controllers Office, administrative staff. The nature of these interactions will be furnishing and receiving information.
External: Regular contact with visitors and vendors to exchange information.
Students: Some contact with students to exchange information.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. May be asked to direct the work of students or temporary employees.
QUALIFICATIONS
Experience: 5 years of related administrative experience required including bookkeeping or general accounting and using personal computers with the current operating version. Prefer experience with educational organization. Prefer experience with HR and procurement policies and procedures in a university environment preferred.
Education/Licensing: High school education required.
Associate's degree in accounting, management or more education is preferred. Intermediate to Advanced level coursework in Microsoft Office Products, particularly with regards to Excel and PowerPoint is required. MS Office Specialist Core certification or MS Office Specialist Expert certification is preferred.
REQUIRED SKILLS
Excellent project management skills.
Strong budget management skills including bookkeeping skills and the ability to prepare a detailed statement of financial projections for the business unit. This includes the ability to assemble financial data and convey data effectively to management.
Strong computer skills - Advanced features of current versions of Microsoft Word, Excel, PowerPoint, required. Windows 10 or higher.
Internet research abilities. Knowledge of Visio preferred. Ability to quickly learn to use new devices and software.
Experience with financial systems. Prefer experience with PeopleSoft HCM and Financials system.
Advanced experience with Google Workspace.
Strong knowledge, understanding of and compliance to university policies and procedures.
Strong ability to work with sensitive information and maintain confidentiality.
Ability to pay particular attention to detail, particularly in accounting functions. Excellent proofreading skills required.
Strong ability to work with a complex set of standards, procedures and terminology, applying significant attention to detail, accuracy and verification.
Excellent communication skills: Understanding written sentences and paragraphs in work related documents.
Excellent proofreading skills. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
Ability to develop networks and use them to strengthen internal and external support. Ability to identify opportunities and take action to build strategic relationships between UTech and other university areas, teams, departments, etc., to help achieve business goals.
Strong ability to work in a team concert, being able to play the roles of team leader and team player as required.
Ability to actively listen and be responsive to verbal and non-verbal clues.
Ability to respond to difficult, stressful, or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintain good working relationships among internal and external customers. The ability to recognize awkward or potentially embarrassing situations that sometimes arise. Awareness of tone and careful choice of words, while at the same time ensuring that the intended message is clear, polite, and readily understood.
Ability to look at situations from multiple perspectives, break problems into component parts, and look for underlying causes and think through the consequences of different courses of action.
Ability to optimize the use of time and resources to achieve the desired results; effectively plans and organizes work to minimize crises; prioritize appropriately.
Ability to identify various types of problems along with the creation of workable solutions. Requires the identification and analysis of problems, evaluation of alternatives, and provision of solutions.
Ability to develop in-depth understanding of client needs to be more helpful. The ability to consider how different audiences are likely to respond and choose the best method of communicating the message to each audience. Ability to interact with colleagues, supervisors, and customers face to face.
Consistently model high standards of honesty, integrity, trust, openness and respect for the individual. Embrace and champion diversity.
Experience working with diverse populations and willingness to support a community commitment to diversity, equity and inclusion. Model and maintain the values of candor, openness and inclusiveness despite internal and external pressures. Recognize and appreciate the impact of emotions on situations and plan and respond accordingly. Interact with others in a manner that is straightforward, respectful and inclusive.
Ability to recognize the importance of certain tasks and responsibilities and the ability to prioritize to ensure that deadlines are met.
Ability to be flexible to meet the constant changing scope and needs of the department, division and customers being served.
Ability to work in a fast-paced environment while managing multiple projects.
Ability to keep abreast of new technologies and changes to existing technologies that may impact future operations is required. Strong grasp of technology and how it plays a role in business processes.
Ability to meet consistent attendance.
Exceptional customer service skills and professional phone manners. Ability to anticipate administrative and support needs of senior leadership to provide timely and effective service.
Experience with HR and procurement policies and procedures in a university environment preferred.
WORKING CONDITIONS
Professional office setting. There may be occasional pressure from demanding clients.
Due to time constraints, many functions must be completed on set deadlines. Some activities may require working outside of normal business hours. Overtime may be required.
Travel between various locations on campus may be required.
The position requires typing on a computer keyboard and using a computer mouse and a printer. This position is not eligible for the hybrid work program.
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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Case Western Reserve University