Administrative Assistant III - Department of Pharmacy Practice

Wayne State University • Detroit, MI

1d • Onsite

About The Position

Wayne State University is seeking an Administrative Assistant III for the Department of Pharmacy Practice at its Detroit campus. The role develops and coordinates financial, personnel, facilities, and administrative activities to support the efficient operation of a large department with considerable fiscal and administrative autonomy. The work requires familiarity with complex practices and precedents and knowledge of relevant theoretical principles.

The position manages financial planning and accounting activities, develops and executes administrative policies and procedures, represents the administrative head on business and administrative matters, and oversees personnel and payroll processes. It also supervises support staff, coordinates programs and reports, and monitors facilities, space, equipment, procurement, and inventory.

Specific duties include managing invoicing for salary subsidy contracts, tracking payments and resolving invoice issues, identifying grant-related labor changes, maintaining accurate departmental labor distributions, and working with research-intensive faculty on grant accounts and project labor and spending needs. This is a regular, full-time staff position.

Requirements

• Graduation from an accredited college or university, supplemented by coursework in business administration, accounting, or a related field, or an equivalent combination of education and/or experience.
• Considerable knowledge of accounting procedures and practices.
• Considerable knowledge of and experience with University policies and procedures.
• Considerable supervisory experience.
• Strong oral and/or written communication skills.
• Strong analytical and organizational skills.
• Some knowledge of and experience with PCs, computer-based applications, and local area network technologies.
• Some knowledge of University administrative systems, including FMS/BAR, HRMS, PPS, and GBS.
• Ability to communicate effectively with others.
• Ability to establish and meet deadlines, work under extreme pressure, and function independently.

Nice To Haves

• Incumbents typically have held professional or administrative positions, such as Administrative Assistant or Accountant.

Responsibilities

• Plan, develop, and maintain accounting procedures for complex general fund, designated, and restricted accounts.
• Develop budget projections and plans; compile budget estimates; oversee budget execution; and review, approve, and monitor revenues and expenditures.
• Prepare financial statements and activity reports on the financial status of unit projections, programs, and budget allocations.
• Develop and execute administrative policies and procedures, conduct organizational studies, and recommend changes to programs, services, and unit objectives.
• Oversee and coordinate the unit’s business affairs and service and support functions.
• Represent the administrative head to outside individuals, professional groups, agencies, and administrators, interpreting business and administrative policies and procedures.
• Review and initiate academic and non-academic personnel paperwork; prepare, maintain, and process personnel and payroll records and actions; and help ensure adequate staffing and regular payroll payments.
• Exercise signatory authority for the unit.
• Supervise, interview, select, and evaluate non-exempt and temporary part-time support staff; provide training and instruction; monitor workflow; prioritize assignments; and establish staffing levels.
• Direct professional staff in the department on methods and procedures.
• Prepare specialized reports and major proposals, and develop and coordinate programs, projects, and services.
• Prepare statistical and administrative reports, summaries, and questionnaires concerning department activities, using administrative systems such as FMS, HRMS, PPS, and GBS.
• Coordinate building operation and maintenance requests and monitor space utilization, equipment and stock inventories, procurement, and facility management activities and services.
• Manage invoicing for salary subsidy contracts, including tracking payments and resolving invoice issues.
• Identify grant-related labor changes proactively and maintain accurate departmental labor distributions.
• Work with research-intensive faculty to manage grant accounts and project labor and spending needs.
• Perform related work as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level