POSITION OBJECTIVE
Working under general direction, the Department Assistant 2 will serve as the main administrative contact for the chair and the department of Pediatric Dentistry. This position will handle day-to-day operations and assume administrative responsibilities as designated by the department chair. The department assistant will provide professional support to all faculty members and staff in the department.
ESSENTIAL FUNCTIONS
Maintain all departmental calendars and schedules, and distribute as appropriate. Set up interview schedules for department faculty and postdoctoral student applicants. Coordinate the scheduling of guest lectures and vendor presentations. Arrange itinerary and travel accommodations for special guests, visiting lecturers and departmental personnel. The chair of Pediatric Dentistry is also the Division Chief of the University Hospitals/Rainbow Babies and Children Pediatric Dentistry. The chair actively serves on committees in the community which he/she officially or unofficially represents in the university; coordinate these activities and integrate them into the daily routine activities of the chair. Prepare agendas and committee reports (often confidential). Assist with the proctoring of exams, as well as distribution for grading and review. Prepare clinic and case evaluation schedules. In coordination with department chair and clinical director, develop rotation schedule for each eight week period and distribute. Work with University Hospitals/Rainbow Babies and Children Dental department to track residents’ daily schedules and data, and upload the information to My-Evaluation database quarterly. Secure lecture rooms and necessary audiovisual, audio, etc. equipment for course and guest lecturers. (25%) Coordinate and perform clerical functions for the department. Provide direct assistance to chair, faculty and staff through the creation, revision and distribution of documentation, including instructional materials, reports, promotional pieces, surveys and tallying of raw data for permanent records. Assist in the preparation of department and individual abstracts and manuscripts for journal publication. Maintain graduate program manuals for department. Compose and edit the department newsletters. Responsible for both pre-award and post-award grant management, including working directly with investigators to; prepare and submit grant applications, prepare and monitor budgets and ensure compliance with all current forms and requirements. Grant management duties also include coordinating the submission of annual progress and final reports, no cost extensions and maintaining files and documentation for each grant and monitoring the ERA commons for reporting deadlines. (25%) Coordinate hospital affairs regarding resident activities. Assist residents with University Hospitals orientation and scheduling requirements. Maintain course records and student grades for courses taught; calculate grades and produce cross-reference statistical reports as requested. Work directly with the Dental Office of Graduate Studies administrator concerning changes in department graduate students’ status. Prepare academic and professional correspondence, including letters of recommendation regarding faculty and students. Assist chair and faculty in updating curriculum vitae and bio-sketches. Work with University Hospitals and Case Western Reserve University School of Dental Medicine graduate office to set up and process all Internships, Externships and Fellowships. (15%) Serve as the department’s main administrative contact. Distribute/disseminate information to chair, faculty and staff within the department. Liaise between the department and other administrative sections of the dental school, university and University Hospital Systems. Answer and direct inquiries regarding external but university related activities for the department. (15%)
NONESSENTIAL FUNCTIONS
Coordinate the department purchasing and accounts payable transactions; including but not limited to p-card purchases, online purchasing requests, check requests, Fisher and Staples. Provide follow up on all inquiries regarding purchase requisitions and orders with vendors and internal university departments. Responsible for the department procurement card orders and monthly verification of charges. Submit monthly reports to the school’s Pcard administrator on a timely basis. (5%) Work with Dental Finance Office regarding personnel matters and prepare appropriate paperwork, position descriptions, appointment letters and INS forms. Initialize the paperwork for VISA extensions, or applications. Coordinate faculty searches including posting the positions at various journals and web sites, following all Faculty Diversity and Case Western Reserve University hiring protocols. Complete appropriate forms, track applicants, compose and send out rejection letters, arrange for interviews and set up the recruit’s itinerary including travel arrangements, hotel accommodations, seminar presentations, room reservations and interview schedule with various faculty and staff. (5%) Plan and execute special-occasion functions. (4%) Accept deliveries for department and distribute as appropriate. (1%) Coordinate maintenance of facilities within the department and maintain service contracts for equipment and schedule repairs. (2%) Perform other duties, including assisting other departments, as assigned by the department chair. (1%) Periodically attend meetings with the department chair at other university locations, including University Hospitals Rainbow Babies and Children’s Hospital, to review and discuss department activities and performance. (2%)
CONTACTS
Department: Daily contact with faculty, staff, residents and students to maintain workflow and serve as role model for customer service within the department.
University: Daily contact with various university departments, including but not limited to Plant Services, Security, Human Resources, Accounts Payable, Purchasing, Office of Foreign Faculty and Scholars and Office of Research Compliance, University Hospitals, Environmental Health and Safety and the Development offices for both Case Western Reserve University School of Dental Medicine and University Hospitals to exchange information.
External: Occasional contact with lecturers and vendors to exchange information, address concerns and make travel arrangements.
Students: Daily contact with students to support daily operations.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees.
QUALIFICATIONS
Experience: 3 to 5 years of secretarial experience required. Experience in the education field and 1 year of pre- or post-research administration is preferred.
Education: High school education required; Bachelor’s degree preferred.
REQUIRED SKILLS
Strong oral and written communication skills are essential. Ability to utilize library resources to locate research materials. Ability to prioritize and handle multi-tasking. Ability to work in a fast paced, busy office environment with a diverse group of people. Ability to work independently, often under deadline pressure. Experience with MS Office, PowerPoint, Excel and Outlook in a networked environment. Previous accounting experience is preferred. Familiarity with PeopleSoft Financials or other accounting software is preferred. Ability to effectively interact with colleagues, supervisors and patients face to face. Ability to meet consistent attendance.
WORKING CONDITIONS
General office setting. May be required to attend meetings at various university departments/locations including University Hospitals.
