Administrative Assistant III - Department of Pharmacy Practice

Administrative Assistant III - Department of Pharmacy Practice

Wayne State University is searching for an experienced Administrative Assistant III - Department of Pharmacy Practice at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

POSITION PURPOSE

Develop and coordinate financial, personnel, facilities and administrative activities to ensure continued

efficient operation of a large department in a School, College, Division or Center/Institute of the

University having considerable fiscal and administrative autonomy. Work activities require a grasp of

involved practices and precedents, along with knowledge of theoretical principles.

ESSENTIAL JOB FUNCTIONS

• Plan, develop and maintain special accounting procedures for several complex general fund,

designated and restricted accounts. Plan budget projections and plans. Compile budget estimates,

oversee budget execution, review, approve and monitor unit revenues and expenditures. Prepare

financial statements and activity reports on the financial status of unit projections, programs and

other budget allocations.

• Develop and execute administrative policies and procedures. Perform organizational studies and

recommend changes to established programs, services and unit objectives. Oversee and coordinate

business affairs, service and support functions of unit.

• Represent the administrative head to outside individuals, professional groups, agencies and

administrators with full responsibility for policy interpretation on business and administrative

policies and procedures.

• Review and initiate non-academic and academic personnel forms and paperwork. Prepare, maintain

and process personnel and payroll actions and records. Assure adequate staffing levels and regular

payroll payments are attained. Possess signatory authority for unit.

• Supervise, interview, select and evaluate performance of a varied number of non-exempt and

temporary part-time support staff. Train and instruct on methods and procedures. Monitor

workflow, prioritize assignments and establish staffing levels. Provide direction to professional staff

in department on methods and procedures.

• Prepare specialized reports and detailed major proposals for department. Develop and coordinate

programs, projects and services. Prepare a wide array of statistical and administrative reports,

summaries and questionnaires regarding department activities; utilize administrative systems,

including FMS, HRMS, PPS, GBS, etc.

• Coordinate building operation and maintenance requests. Monitor space utilization,

equipment/stock inventories and procurement and facility management activities and services.

• Perform related work as assigned.

Unique duties:

Manage invoicing related to salary subsidy contracts (including tracking, monitoring payments, and resolving invoice issues). Proactively identify grant related labor changes and maintain accurate labor distributions within the department. Work with research intensive faculty to manage grant accounts and project labor and spending needs.

Qualifications:

• Graduation from an accredited college or university supplemented by coursework in business

administration, accounting or 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 required.
• Strong oral and/or written and communication skills.
• Strong analytic and organizational skills.
• Some knowledge of and experience with PC and computer based applications and local area

network technologies.

• Some knowledge of University administrative systems, including FMS/BAR, HRMS, PPS, GBS etc.
• Ability to communicate effectively with others.
• Ability to establish and meet deadlines, work under extreme pressure and function independently.
• Typically, incumbents have held professional/administrative positions, e.g. Administrative Assistant,

Accountant, etc.

Preferred qualifications:

School/College/Division:

H18 - Pharmacy & Health Science

Primary department:

H1823 - Pharmacy Practice

Employment type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Salary minimum: $57,815
• Salary hire maximum: $69,375

Working conditions:

This position must be filled pursuant to the provisions of a collective bargaining agreement, and as such may be filled by a qualified bargaining unit member, should one apply.

Job openings:

• Number of openings: 1

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.