POSITION OBJECTIVE 

Working under general direction, the Department Assistant 3 will have responsibility for the smooth functioning of the Undergraduate Research Office. Responsibilities include overall office administration and management, programs and funding, communications and marketing, and financial and budget processes. The office works closely with students and faculty to connect students with research opportunities and to increase opportunities; it also serves as a centralized support to university departments. The department assistant will work collaboratively with members of the office to create an atmosphere of welcome, helpfulness, cooperation, and inclusion for students, faculty, staff, and each other. This position will supervise student employees.

ESSENTIAL FUNCTIONS 

1. Administer all aspects of the office, including greet and assist all students, faculty, staff, and other visitors to the Undergraduate Research Office. Schedule appointments for the director and staff as necessary. Organize and plan meetings, take and communicate minutes, make travel arrangements, reserve rooms/locations, secure necessary office and programming supplies from university and outside vendors. Manage all aspects of the rental of easels and boards to the university community. Act as an ambassador for the Undergraduate Research Office through participation in university events and programs (e.g. Admissions events, Choices Fair). Maintain annual office reminder task list. (14%)
2. Prepare, develop, manage, monitor, and control department and project budgets. Administer day-to-day financial and operational activities. Forecast financial and budgetary needs by analyzing office programs and plans and considering past requirements and expenditures and current programs. Provide budget reports as needed and requested. Order department supplies as needed and negotiate with vendors and Procurement Office to purchase major supplies. (20%)
3. Assist in planning, coordinating, and implementing Undergraduate Research Office programming (e.g., Intersections, funding, and research education programs). Maintain participant data for the office. Prepare reports as needed for the division, university, and others as requested. (30%)
4. Administer the payment and confidential recordkeeping for all students receiving funding support from the Undergraduate Research Office through PeopleSoft HCM and Financials systems. (12%) 
5. Assist the staff with office communications and marketing; update and maintain the office communication plan, develop program flyers, post communications (e.g., on university media boards, The Daily, FYI), and provide assistance with the office website. (12%) 

6. Hire and oversee the work of student employees. (10%)

    

NONESSENTIAL FUNCTIONS 

Perform other duties as assigned. (2%)

CONTACTS

Department: Continuous daily contact with the Undergraduate Research Office director and staff. 

University: Regular contact with the Division of Students Affairs, including budget officer. Regular contact with faculty and staff who serve as research mentors and research program directors and coordinators. Occasional contact with Accounts Payable, Procurement and Distribution Services, Travel Services, Printing Services, Facilities, University Movers, and Catering. Infrequent contact with Case Alumni Office. 

External: Occasional contact with outside vendors (catering, office supplies, and event planning). Occasional contact with prospective students and parents. Occasional contact with alumni. Infrequent contact with individuals, agencies and institutions that provide opportunities and/or funding for the Undergraduate Research Office. 

Students: Continuous daily contact with students concerning undergraduate research opportunities and programs.