Department Assistant 1

POSITION OBJECTIVE

Working under occasional supervision, the Department Assistant 1 will meet the administrative needs of members in the department of Physics who are engaged in research, service, and instructional projects. The department assistant will work with the business manager and the other physics staff members to complete the daily work and ongoing projects of the department of physics while creating an environment of helpfulness, cooperation, and trust.

ESSENTIAL FUNCTIONS

Assist with guest visits to the department, including seminar and colloquia speakers/attendees, faculty candidates, graduate student candidates, other faculty and student visitors. Act as a liaison between the department, guests, and other entities. Process confidential information; arrange visits by scheduling travel, hotel, meals, and meetings. Maintain a schedule for each visit. Prepare travel expense forms and oversee the reimbursement of guest expenses. (25%) Place orders for physics department using the pCard and other Case Western Reserve University procurement systems. Organize and maintain a filing system to accommodate appropriate backup and records for all purchases. Reconcile pCard purchases monthly. Use university procurement and distribution services to generate requisitions, reimbursements, and travel documents for physics faculty and their groups which consist of research associates, postdoctoral scholars, staff, and graduate/undergraduate students. (25%) Provide administrative support for the Materials for Opto/Electronics Research and Education Center (MORE). Tasks include processing journal entry payments for MORE billing, purchasing, travel arrangements/reimbursements, and equipment maintenance contracts. (13%) Promote and advertise lectures, seminars, colloquia, and other departmental events by email, calendar postings, and flyers. Proofread and edit correspondence, reports, records, etc. as necessary. (13%) Provide administrative support for physics faculty, staff, postdoctoral scholars, and students. Schedule meetings and conference room use, answer questions, coordinate departmental moving, custodial, telecommunication, and e‑waste needs. (8%) Assist faculty hosts with yearly department events. The Michelson Postdoctoral Prize Lectureship takes place in spring. Receive and organize application materials; promote the event; arrange travel, lodging, space, catering, supplies, and schedule. Provide reimbursements, certificates, and awards when needed. Monitor the event budget. The Nobel Colloquium program takes place in fall. Arrange/reimburse travel, advertise the event, arrange reception and presentation venues/refreshments. (7%) Provide administrative support for yearly student senior projects, the yearly student senior celebration and yearly student awards. Reserve campus space, arrange catering and meals off campus, help to create flyers, prepare award certificates, award letters and award checks when needed. (7%)

NONESSENTIAL FUNCTIONS

Update and maintain departmental picture board. Maintain and order departmental office supplies. Assist and act as backup for other staff members when needed. (2%) Perform other assignments at the chair's/business manager's discretion. (

CONTACTS

Department: Continuous contact with faculty, staff, and students. Consult regularly with the business manager, chair, and other staff members to provide a stable and cooperative department. University: Continuous contact with departments such as payroll, purchasing, international student office, accounts payable, College of Arts and Sciences administration and finance, financial aid, and access services to exchange information. External: Frequent contact with vendors and guests of the university to exchange information. Students: Continuous contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May assist in training students or temporary employees.

QUALIFICATIONS

Experience: 2 to 3 years of related experience required. Experience in an educational environment with strong office experience preferred. Education: High school education required.

REQUIRED SKILLS

A high degree of follow‑up, organization, discretion, professionalism, and accuracy is essential for this position. Exhibit a high level of initiative and possess the ability to work independently with minimum supervision. Strong interpersonal skills as well as strong organization and management skills. Strong verbal and written communication skills. Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Communicate effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively. Use active listening to promote clear and productive communication. Computer literacy and familiarity with Microsoft Office, PeopleSoft, and Case Western Reserve systems. Ability to actively learn - understanding the implications of new information for both current and future problem‑solving and decision‑making. Willingness to learn and adapt to new systems as they are implemented. Willingness to learn and work with artificial intelligence (AI) tools and technologies. 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. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. This position is eligible for Case Western Reserve University's hybrid work schedule. #J-18808-Ljbffr