Job ID 12474 Location Case Main Campus Full/Part Time Full-Time Regular/Temporary Regular Job Description POSITION OBJECTIVE Working under general direction, the department assistant is responsible for developing, implementing and managing procedures, handling complex/difficult matters, and performing diverse duties for the effective administration of business units within Campus Services including the Maltz Performing Arts Center (MPAC), Tinkham Veale University Center (TVUC) and Real Estate (residential and commercial properties). ESSENTIAL FUNCTIONS Has overall responsibility for smooth functioning of the Maltz Performing Arts Center (MPAC), Tinkham Veale University Center (TVUC) and Real Estate departments. Develop and maintain office procedures and perform diverse duties to provide first-class service to the university. (25%) Authorize routine expenditures, prepare or assist in preparing budgets. Reconcile monthly expense/income statements. Perform budget analyses/ forecasting. Prepare financial reports for management. (45%) Facilitate communications between the business units, the university, residents, and external constituents. Coordinate work flow between departments as needed (new hire onboarding, billing, ticket settlements, contracts, etc.). (20%) Maintain confidential records. Develop and oversee viable record retention schedule. (5%) NONESSENTIAL FUNCTIONS Organize and plan meetings, travel, itineraries and reimbursements. (3%) May oversee the work of temporary and/or student employees during events, and/or peak periods. (1%) Carry out other assignment and special projects as assigned. (1%) CONTACTS Department: Regular/daily contact with departmental staff to maintain workflow, address concerns, use and interpret procedures. University: Moderate contact with other university departments on an as needed basis to facilitate and promote joint action/cooperation to achieve immediate operating results or resolve management problems. External: Contact with external customers to make adjustments and resolve service complaints. Contact with travel and accommodation vendors to exchange information. Students: Contact with students to furnish, obtain, or exchange information, address concerns, or make adjustments and resolve service complaints. SUPERVISORY RESPONSIBILITY This position has no direct supervision of staff employees. Oversee general operations of temporary/ student staff. QUALIFICATIONS Experience: Minimum of 5 years of related experience required. Education/Licensing: High school education required. REQUIRED SKILLS 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. Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. Self-starter with the ability to work independently, and function with minimal supervision. Displays initiative, enthusiasm, and a strong sense of responsibility. Experience in bookkeeping or general accounting. Ability to pay particular attention to detail, particularly in accounting functions. Knowledge of university policies, procedures and PeopleSoft Financials systems preferred. Good understanding of computers with experience in Microsoft Word, Excel, email, browsers, and Internet searches. Knowledge of basic terminology related to computer hardware and software. Ability to work in a team concert, being able to play the roles of team leader a