Administrative Assistant III - Department of Pharmacy Practice
About The Position
Wayne State University is hiring an Administrative Assistant III for the Department of Pharmacy Practice at its Detroit campus. The position develops and coordinates financial, personnel, facilities, and administrative activities to support the efficient operation of a large university department with considerable fiscal and administrative autonomy. The work requires understanding complex practices and precedents and applying relevant theoretical principles. The role manages complex financial accounts, budget planning and execution, revenue and expenditure monitoring, financial reporting, and administrative procedures. It represents the administrative head on business and administrative matters, handles personnel and payroll actions, supervises support staff, and prepares specialized reports and proposals. It also coordinates facilities, procurement, inventory, and building operations. Specific duties include managing invoicing for salary subsidy contracts, tracking payments and resolving invoice issues, identifying grant-related labor changes, maintaining accurate labor distributions, and working with research-intensive faculty on grant accounts, project labor, and spending needs.
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.
- Professional or administrative experience, typically in roles such as Administrative Assistant or Accountant.
Responsibilities
- Plan, develop, and maintain accounting procedures for complex general fund, designated, and restricted accounts.
- Prepare budget projections and plans; compile budget estimates; oversee budget execution; and review, approve, and monitor unit revenues and expenditures.
- Prepare financial statements and activity reports concerning 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, services, 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 forms and paperwork; prepare, maintain, and process personnel and payroll actions and records; 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; train and instruct staff; monitor workflow; prioritize assignments; and establish staffing levels.
- Provide direction to departmental professional staff on methods and procedures.
- Prepare specialized reports and detailed major proposals, and develop and coordinate programs, projects, and services.
- Prepare statistical and administrative reports, summaries, and questionnaires about department activities, using administrative systems including 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 related to salary subsidy contracts, including tracking and monitoring payments and resolving invoice issues.
- Proactively identify grant-related labor changes 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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
