Department Assistant 2 (Part Time)

Job Description

POSITION OBJECTIVE
Working under the general direction of the chair, the department assistant 2 will handle day-to-day administrative and secretarial aspects of the department by providing professional support to the department chair, faculty, staff and students. The department assistant 2 will directly support the Department of Biological Sciences. This is a part-time position (.5 FTE / 18.75 hours per week)

Essential Functions

• Serve as the department’s main administrative contact and liaison with other administrative sections of the dental school and university. Coordinate clerical functions for the department. Distribute/disseminate information to departmental chairs, faculty and staff.
• Work with Dental Finance Office regarding personnel matters and prepare appropriate paperwork, position descriptions, appointment letters, INS forms and VISA applications and extensions. Maintain chair’s calendar and travel arrangements. Set up interviews for the department faculty and student applicants. Maintain course records and student grades for courses taught. Handle administrative process of exam submission for grading, review by faculty or chair and reporting as requested. Secure lecture rooms and necessary equipment for undergraduate and graduate courses. Coordinate maintenance of facilities within the department and maintain service contracts for equipment and schedule repairs. Plan and execute special-occasion functions.
• Responsible for both pre-award and post-award grant management. Work directly with investigators in preparing and submitting grant applications, interacting with the Dental School Director of Research Administration and Office of Research Administration at Case. Assist the principal investigator in preparing the budgets to be approved by the Director of Research Administration, online submission with SPARTA, grants.gov, and other granting agencies. Work with principal investigator and school of dental medicine compliance officer 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.
• Care for the submission of annual progress and final reports and no cost extensions. Maintain the files and documentation for each grant. Monitor the spending of grant monies, including all sub accounts. Monitor the Electronic Research Administration (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.
• Responsible for the department procurement card orders and monthly verification of charges. Monthly reports must be submitted to the school's P-card Administrator with original receipts attached on a timely basis. Secure supervisor signature as approval to order product.
• If the department has any funded projects, verify with the principal investigator the percent effort to be charged to the grant each month. Submit effort report for funded projects monthly to the Director of Research Administration. Ensure that all time is reviewed and approved monthly.
• Care for the coordination of the department purchasing and accounts payable transactions; to p-card purchases, online purchasing requests, check requests, and wire transfers. Provide follow up on all inquiries regarding purchase requisitions and orders with vendors and internal Case departments. Maintain petty cash as needed. Proofread, edit and type documents and reports as needed.

Nonessential Functions

• Provide information to dental school finance office for annual and five-year grant forecast for the department.

Contacts

• Department: Continuous contact with faculty, residents, and staff on a daily basis to exchange information.
• University: Frequent contact with the Office of Foreign Faculty and Scholars, Office of Research Compliance, Purchasing, and Accounts Payable on issues related to grants or accounting issues.
• External: Moderate contact with lecturers and vendors in a weekly basis to exchange information.
• Students: Regular contact with students to exchange information.

Supervisory Responsibility

• No supervisory responsibility.

Qualifications

• Experience: 3 to 5 years of related experience is required. One year of pre or post award research administration is preferred.
• Education: High school education required. Some college coursework is preferred.

Required Skills

• 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. Strong Excel skills recommended.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate 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.
• Ability to interact with colleagues, supervisors and customers face to face.
• Ability to meet consistent attendance.