Department Assistant

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.

• 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%)

• 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. (