Job ID 12430 Location Case Main Campus Full/Part Time Full-Time Regular/Temporary Regular Job Description POSITION OBJECTIVE Working under general direction, the Department Assistant 3 will directly support the Chair and faculty in the School of Dental Medicine Department of Comprehensive Care, including the Director of Clinical Operations. This position will face diverse issues with faculty, staff, students, patients and vendors, and will assist in finding solutions or direct people to the appropriate department. The ability to multi-task and pay close attention to detail will be essential to the efficient and effective operation of the department. ESSENTIAL FUNCTIONS Has overall responsibility for smooth functioning of the department. Serve as the department's administrative contact. Facilitate communications between the department and other administrative sections of the dental school and Case Western Reserve University. Distribute/disseminate information to staff within the administrative and clinical areas of department, coordinate workflow between departments as needed. Organize, plan meetings and departmental agenda and take minutes of meetings. Monitor and update faculty clinic and pre-clinic course schedules and clinical schedules, oversee the timely submission of vacation/absence documentation for all faculty, staff, and students in the department and coordinate clinical coverage as appropriate. (20%) Prepare educational material for department faculty including but not limited to handouts, syllabi, manuals, exams, grades, recommendation letters, reports and surveys. Assist with the proctoring of exams, turn in examinations to the office of student services for grading and the return of graded exams to the chair or faculty for review. Assign and schedule faculty for student competencies. (10%) Plan and execute special occasion functions, assist the department chair with developing department training programs, including selecting venues, food, entertainment, coordinating speakers and guests, including arrangement of itinerary and accommodations for special guests, visiting lecturers and dept. personnel. Secure lecture rooms and necessary audio/visual equipment for courses and guest lectures. (15%) Responsible for both pre-award and post-award grant management. Work directly with investigators in preparing and submitting grant applications, interact with the Dental School director of research administration and office of sponsored projects at the university. Prepare the budget for approval by the finance office, online submission with grants.gov and paper submission for other granting agencies. Ensure compliance with all current forms and requirements including animal and human subjects. Contact collaborators as needed to retrieve support materials, budget information and progress reports. Compile appropriate forms and documents for sub-awards and verify expense reports/budgets for individually funded projects to ensure proper charges. (7%) Provide direction to the clerk 3 in oversight of the pre-clinical inventory of supplies, including CAD/CAM and 3D printing supplies. Track, order and distribute implants and parts for clinical activities. Oversee shipping and receiving of student lab cases for processing to the various labs, monitor lab bills to prevent overcharges and submit any discrepancies to finance. (15%) Coordinate the department purchasing and accounts payable transactions, including but not limited to p-card purchases and online purchasing requests. Provide follow up on all inquiries regarding purchase requisitions and orders with vendors and internal university departments, responsible for the department procurement card and monthly verification of charges. Monthly reports must be created and submitted to the dental school's p-card administrator with original receipts attached, on a timely basis. Secure supervisor s