"ReHAB Administrative Assistant"

Job ID12981

Job Description

POSITION OBJECTIVE

Working under general direction, the ReHAB Administrative Assistant will provide administrative support for the Director, leadership team, and members of the Reconnecting the Arm and Hand to the Brain (ReHAB) Program. This position has overall responsibility for the smooth functioning of the office and is responsible for proposal writing; reconciling project budgets; scheduling meetings; and performing human resources functions such as posting positions, organizing meetings and coordinating travel for members of the ReHAB Program. The administrative assistant will be involved with matters that may be difficult/complex in nature. 

ESSENTIAL FUNCTIONS

1.       Perform diverse duties of an administrative/clerical nature requiring accuracy for all industry, academia, and government outreach activities. Manage the director's calendar; screen telephone calls, and incoming mail; exercise appropriate discretion determining the level of priority for meetings and events to be included in the director's daily schedule. Facilitate communications between the ReHAB Program and other university offices, departments, external partners, and customers; coordinate workflow between departments as needed. Relay complete and accurate messages to appropriate parties in a timely manner. (40%)

2.       Schedule team events, organize and plan weekly technical meetings, workshops, symposiums, VIP visits, and other meetings/events. Coordinate and manage logistics, media, and catering. Ensure that standards and protocols for the ReHAB Program are followed for all meetings, programs, and activities. Perform significant, time-sensitive work utilizing excellent judgement and the utmost discretion; independently handle tasks, seeking guidance from higher-level administrators as necessary. (20%)

3.       Provide administrative support for ReHAB Program finances. Monitor and maintain ReHAB Program-related expenditures, ensure compliance with budgets, track and analyze spending. Forecast financial stability and recommend proactive actions to ensure long term financial stability. May authorize routine program expenditures, assist in preparing budgets, reconcile, monthly expense statements, budget analysis/forecasting, and expense reports. Track status of purchase requisitions and purchase orders. Process supply orders, pay requests, travel requests, and reimbursements as needed. (15%)

4.       Provide support for all business development activities. Work closely with the Case Western Reserve University Office of Research Administration for proposal submissions related to the ReHAB Program. Coordinate technical and cost proposal inputs from all team members while ensuring compliance with funding agency proposal requirements. With guidance from the director, create presentations and other marketing materials for the program. Update the ReHAB Program website as needed. (10%)

5.       Maintain ReHAB records; manage the collection and storage of university and external partner confidential information. Facilitate all annual reviews for institute personnel so that reviews are submitted by the deadline. (10%) 

NONESSENTIAL FUNCITONS

Perform other duties as assigned. (5%) 

CONTACTS

Department: Regular contact with faculty, staff, and students affiliated with the ReHAB Program to maintain workflow.

University: Regular contact with staff in various central administration offices such as Grants Accounting, Sponsored Projects Administration, Purchasing, Payroll, Human Resources, etc., to provide and request information.

External: Daily contact with external constituents. Regular contact with corporate executives and governmental officials to coordinate meetings.

Students: Daily contact with students to maintain workflow. 

SUPERVISORY RESPONSIBILITIES

This position has no direct supervision of staff employees. 

QUALIFICATIONS

Experience: 5 years of related administrative experience required.

Education: High school education required; Bachelor's degree preferred. 

REQUIRED SKILLS

1.       Ability to actively learn - understanding the implications of new information for both current and future effective problem-solving with sound judgment and good decision-making.

2.       Ability to work effectively independently and collaboratively within a team. (Must be highly motivated, responsible, dependable and a self-starter). Ability to meet consistent attendance.

3.       Must demonstrate flexibility and ability to work under pressure; must be able and willing to (work in a fast-paced, changing environment) conform to shifting priorities, demands and timeline.

4.       Excellent interpersonal, oral, and written communications skills. Ability to interact with colleagues, supervisors, and customers face to face.

5.       Exceptional customer service skills are paramount for this position.

6.       Excellent organizational skills, especially in the areas of follow-up and relationship management.

7.       Ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and enjoy working with data

8.       Ability to work with sensitive information and maintain confidentiality.

9.       Must have profcient computer skills (Word, Excel, PowerPoint, Adobe Acrobat), and an aptitude for learning new programs. Experience with desktop publishing (Word, Adobe InDesign) for proposal writing and formal report generation is preferred. Experience with collaborative platforms such as Microsoft Teams is a plus. 

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.

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.

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.