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Department Assistant 2

Kelly Services


Location:
Cleveland, OH
Date:
06/06/2018
2018-06-062018-07-05
Job Code:
US4749CB_25084031
Kelly Services
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Job Details

Job Title Department Assistant 2

Jobid US4749CB_25084031

Location: Cleveland, OH, 44101, USA

Description **Job Description**

Location: Case Western Reserve University

Hours: 37.5 a week

Pay rate: 17.00

1. Answering the telephone for the office. This includes screening calls, relaying messages to staff and taking message where appropriate. This person will have to be knowledgeable about the services and functions of the office/Division in order to direct calls to the proper person.

2. Greet visitors upon arrival. Escort them to the appropriate meeting room or staff office (or contact host staff member), ensure comfort.

3. Maintain calendars and organize schedules for senior level staff.

4. Coordinate logistics for in -person and remote meetings, e.g., rooms, parking, video requirements, refreshments, etc.

5. Develop and maintain contacts within various university departments to facilitate department activities.

6. Develop and maintain contacts with external partners, e.g., vendors, affiliates, community partners.

7. Attend various meetings, create/compile and distribute meeting notes.

8. Initiate and follow up on routine correspondence.

9. Maintain accounting/ bookkeeping records for department (general bookkeeping).

10. Oversee general operations and office procedures.

11. Assignments may be long term and requires the individual to rely on own resources in task accomplishment.

12. Perform a variety of clerical duties and typing assignments requiring speed and accuracy.

13. Prepare travel expense forms for reimbursement.

14. Facilitate dealing with others in the university relative to department work.

15. Proofread and edit correspondence, reports, records, etc. as necessary.

16. Process confidential information.

17. Communicate effectively with all levels, e.g., senior level administration, staff.

18. Manage information storage and retrieval (paper and electronic information).

19. Update and maintain databases such as mailing lists, contact lists, etc.

20. Receive, sort and distribute incoming mail.

21. Ensure office equipment is properly maintained and serviced.

22. Maintain inventory of office and refreshment supplies

**Requirements**

1. Exceptional customer service skills and professional phone manners. Ability to develop in-depth understanding of client needs in order to be more helpful. The ability to consider how different audiences are likely to respond and choose the best method of communicating the message to each audience. Ability to interact with colleagues, supervisors, and customers face to face.

2. Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.

3. Ability to respond to difficult, stressful or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintain good working relationships among internal and external customers. The ability to recognize awkward or potentially embarrassing situations that sometimes arise. Always aware of tone and careful choice of words, while at the same time ensuring that the intended message is clear, polite and readily understood.

4. Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.

5. Must have the ability to work with a complex set of standards, procedures and terminology, applying significant attention to detail and verification.

6. Ability to identify various types of problems along with the creation of workable solutions. Requires the identification and analysis of problems, evaluation of alternatives, and provision of solutions.

7. Ability to look at situations from multiple perspectives, break problems into component parts, and look for underlying causes and to think through the consequences of different courses of action.

8. Ability to optimize the use of time and resources to achieve the desired results; effectively plans and organizes work to minimize crises; prioritize appropriately.

9. Consistently models high standards of honesty, integrity, trust, openness and respect for the individual. Embraces diversity.

10. Ability to recognize the importance of certain tasks and responsibilities and the ability to prioritize to ensure that deadlines are met.

11. Ability to work in a fast-paced environment with frequent interruptions while managing multiple items/projects.

12. Ability to work independently and perform effectively in a team environment.

13. Ability to be flexible in order to meet the constant changing scope and needs of the department, division and customers being served.

14. Ability to meet consistent attendance.

15. Excellent proofreading skills are required.

16. Minimum typing speed of 55 wpm required.

17. Ability to operate copy and fax machines to perform calculations and produce documents.

18. Demonstrated intermediate skills in Windows based operating system. Intermediate knowledge of MS Office suite and related programs. Experience: 3 to 5 years of related administrative/secretarial experience required.

Education/Licensing: High school education required. Undergraduate degree preferred.

Experience: 3 to 5 years of related administrative/secretarial experience required.

Education/Licensing: High school education required. Undergraduate degree preferred.

**Highlights**

Knowledge of Google applications preferred. Internet experience.

**Why Kelly** **®** **?**

At KellyServices ® , we work with the best. Our clients include 95 of the Fortune100 ™ companies, and more than 70,000 hiring managers rely on Kelly annually to accessthe best talent to drive their business forward. If you only make one career connection today, connectwith Kelly.

**AboutKelly Services** **®**


As a workforce advocate for over 70 years, we are proud to directly employ nearly 500,000 peoplearound the world and have a role in connecting thousands more with work through our global network oftalent suppliers and partners. Revenue in 2017 was $5.4 billion. Visit kellyservices.com and connect with us on Facebook, LinkedIn and Twitter .

Kelly Services is an equal opportunity employer including, but not limited to, Minorities, Females,Individuals with Disabilities, Protected Veterans, Sexual Orientation, Gender Identity and iscommitted to employing a diverse workforce. Equal Employment Opportunityis The Law.



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