Department Administrator 1
4 weeks ago
POSITION OBJECTIVE
Working under limited supervision and with the direction of co-directors of the Case Western Reserve University Social Justice Institute, the Department Administrator 1 will provide overall administrative management and coordination of a limited variety of business-related functions; finance, budget, grant administration, and human resources. High-level collaborative administrative support for the institute in order to achieve its mission through developing and supporting innovative research, scholarship, curriculum, pedagogy, and events; and of forging product relationships across boundaries within the university and in the broader community. Function as a technical resource and advisor exercising discretion and independent judgment. The department administrator has authority to waive or deviate from established policies and procedures without prior approval.
ESSENTIAL FUNCTIONS
Support the co-directors in implementing long- and short-term department strategy planning goals. Develop a work plan with key activities, deliverables, and milestones for individuals, program team or organizational unit. Provide the expected results or outputs form each key activity or strategic initiative. Report on milestones achieved. Administer all aspects of the office: maintain institute's calendar; coordinate meetings; update website; respectfully and professionally greet visitors; provide referrals to appropriate outside resources as needed; prioritize and handle incoming communications; serve as liaison between the co-directors and faculty, staff, students, community members and external stakeholders; write and process non-routine correspondence; distribute mail; evaluate and establish policies and procedures for the operation of the institute; and maintain confidential records. (20%)Coordinate, manage and participate in special/signature events and other programs; develop and manage publicity and information, in conjunction with the co-directors of the Social Justice Institute. Coordinate and manage workshops, symposia and grant competitions and related budgets; prepare letters of invitation, process honoraria, coordinate travel, advertising and catering. Coordinate with the University Marketing and Communications representatives to develop and implement social media and other marketing plans. Coordinate events logistics; schedule room reservations, audio visual, parking and transportation, catering and accommodations. Serve as Social Justice Institute point of contact for co-sponsored events with university and community partners. (20%)Prepare and maintain all departmental budget needs by analyzing institute plans on both a short- and long-range basis by considering past requirements and expenditures and present institute plans. Initiate and complete required documentation for expenditures such as payment requests, purchase requisitions. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances and manage PeopleSoft tasks. Take appropriate actions and report anticipated deficits. Maintain budget archive files. Manage and make decisions, in consultation with the director as necessary, concerning all procurement activities for the institute. Prepare analytical reports and analyses. Monitor and verify grant expenditures and draft reports on grants; ensure compliance with university and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies. Meet with principal investigators on a regular basis to review grant funding versus budget and give appropriate financial direction. (15%)Coordinate and assist with Social Justice Institute research, program development, management and delivery. Assist with the management of the Social Justice Institute fellowship programs for students and faculty. Coordinate meetings with Social Justice Institute-supported student groups, sponsorship of student groups, application and reimbursement processes for student scholarships and faculty fellowship grants. Assist with the management of the Social Justice Minor Program: interface with students, faculty and administrators regarding students' declaration and progress through the minor; facilitate processes to update the Social Justice minor curriculum and approved courses. Manage courses through SIS and facilitate contractual agreements with instructors. Independently research, prioritize and follow up on multiple incoming issues and concerns addressed to the institute including those of a sensitive and/or confidential nature. Consult with appropriate internal and external persons to determine appropriate courses of action and advise the co-directors accordingly. Advise in the understanding and interpretation of university policies and procedures. Ensure that the institute is in compliance with policy provisions and standards of the university. (15%)Create and maintain a mailing list to provide updates, as well as publicize Social Justice Institute initiatives and events. Research and develop mailing lists for niche markets, in conjunction with the co-directors of the Social Justice Institute. Track coverage and press clips of Social Justice Institute ongoing and special initiatives and projects. Keep abreast of events or news relative to particular areas of institute interest. Coordinate with University Marketing and Communications representatives, as appropriate. (10%)Develop and implement department policies and procedures. Interpret school and university policies and procedures and ensure compliance by all postdoctoral scholars, research fellows, and student employees. Recommend staffing requirements and administer the hiring, training, supervision, evaluation, and advising of institute temporary staff, student employees, volunteers/interns, and community volunteers. Establish work schedules and work assignements for administrative functions and institute programs. Communicate any changes to policies and procedures to appropriate institute affiliates to ensure implementation. (10%)NONESSENTIAL FUNCTIONS
Assist development staff as needed to identify possible funding opportunities. Prepare and process fundraising documents in conjunction with the co-directors of the Social Justice Institute. Coordinate with the university development and fundraising representatives, as appropriate. (5%)Oversee, develop and update all electronic drives and files, executive briefs, institute publications and promotional materials. Maintain and produce an annual report of all activities and publicity. (3%)Engage in outreach to interested students, faculty, departments, projects, and student groups. (2%)CONTACTS
Department: Continuous contact with co-directors and departmental staff to collaborate and/or communicate regarding operations Social Justice Institute affairs. Moderate contact with leadership team members to carry out the institute's collaborative work.
University: Regular contact with other university departments on an as needed basis to discuss co-sponsorships, budgetary, marketing, facility, and technology needs to advance the work of the institute, its initiatives and events.
External: Moderate contact with external community members to exchange information. Occasional contact with vendors to arrange for catering and transportation.
Students: Regular contact with students to exchange information.
SUPERVISORY RESPONSIBILITY
Assist in supervising the work of temporary staff, student workers, volunteers/interns and community volunteers as needed.
QUALIFICATIONS
Experience: 3 or more years administrative work experience required; experience in a university or non-profit setting preferred.
Education: Associate's degree required. Bachelor's degree preferred.
REQUIRED SKILLS
Interest in and commitment to social justice-related work as it relates to the articulated mission, vision and goals of the Case Western Reserve University Social Justice Institute, with a desire to proactively engage and collaborate in the intellectual as well as administrative work of the Social Justice Institute.Excellent organizational skills; demonstrate initiative, independent worker and team player.Demonstrate professionalism, confidentiality and discretion.Excellent interpersonal and problem-solving skills.Good communication skills – able to communicate with faculty, students and other departments on campus; able to communicate with external, community stakeholders. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to seek input and convey information effectively.Ability to work under pressure, prioritize and manage a number of tasks simultaneously, while remaining attentive to detail required.Computer literate, proficiency in word processing with knowledge of MS Word, MS Excel, MS Access, website management, e-mail marketing, social media and mailing list administration.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors and customers face to face.WORKING CONDITIONS
General office environment. The employee will use a computer mouse and keyboard to type.
Will necessitate work outside of regularly scheduled hours, including some evenings and weekends.
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.
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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 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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