Description
Department Assistant
Our client is looking for a proactive Department Assistant to join our team. This role will provide essential administrative support, ensuring the smooth operation of our department.
Job Summary:
Working under general direction, the Department Assistant will handle the day-to-day business aspects of the department by providing professional support to the Department Chair, faculty, staff, and students.
• Pay: $19.32
• Hours – Monday – Friday 8:30am – 5pm
Essential Functions:
1. Accounting and Bookkeeping (40%):
o Maintain accounting and bookkeeping records for the department, ensuring up-to-date budget expenditures for five department accounts and monitoring expenses charged against the department's endowment account.
o Coordinate department purchasing and accounts payable transactions, handling inquiries regarding purchase requisitions and orders with vendors and internal Case departments.
o Manage the procurement card and verify monthly charges.
o Submit monthly reports of purchases and receipts to the administrator, and review income and expense statements for all departmental speedtypes.
2. Grant Management:
o Responsible for pre- and post-award grant management, working directly with investigators to prepare and submit grant applications, including budget preparation and compliance with submission requirements.
o Collaborate with the Dental School Director of Research Administration and the Office of Sponsored Projects at Case to ensure compliance with all forms and requirements, and contact collaborators for support materials and progress reports.
o Duties include compiling documents for sub-awards, coordinating the submission of progress and final reports, managing no-cost extensions, maintaining grant documentation, monitoring grant spending, verifying expense reports, and submitting non-salary journal requests.
3. Administrative Support:
o Set up interviews for department faculty and student applicants, and maintain graduate program manuals for the department.
o Secure lecture rooms and necessary audio/visual equipment for courses and guest lecturers for undergraduate and graduate courses.
o Assist full- and part-time faculty and outside lecturers with handouts, syllabi, manuals, and exams.
4. Confidential Information Management:
o Process confidential information, maintain course records, and student grades for courses taught.
o Calculate grades and produce and cross-reference statistical reports as requested.
o Process reimbursements for 15 graduate students and five faculty, totaling approximately $150,000 per year.
Qualifications:
• Experience: 3 to 5 years of related secretarial experience required, preferably in accounting with organizations that have a yearly gross budget of $300,000 or more.
• Experience in accounts payable and receivable, as well as maintaining ongoing expense records and account balances.
• Ability to work independently, often under deadline pressure.
• Proficient in MS Office, PowerPoint, Excel, and Email.
How to Apply:
Interested candidates should submit their resume for immediate consideration. We look forward to hearing from you!
As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.
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