Department Assistant 2

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

Working under general direction, provide high-quality administrative support to the Academic Affairs department, whose mission includes advancing the academic success of students, supporting faculty in delivering high-quality legal education, and ensuring compliance with accreditation standards. This role provides support for three associate deans, two directors, and adjunct faculty and advances the smooth operation of academic programming, faculty assistance, and student engagement initiatives, with a focus on efficient coordination, communication, and clerical execution. Assignments may be long term and require the individual to rely on own resources in task accomplishment.

ESSENTIAL FUNCTIONS

• Perform varied duties of an administrative/ clerical nature requiring accuracy. Provide comprehensive clerical and administrative support to the Associate Dean for Academic Affairs, Director of Bar Support, and Director of Academic Support. Responsibilities include managing scheduling, preparing meetings, and assisting with communications related to student programming and events. Perform data entry and analysis. Provide clerical and scheduling support to the Associate Dean of Student Services and the Associate Dean of Enrichment and Engagement. Duties include calendar coordination, meeting preparation, handling routine correspondence, and assisting with communications related to student events, community partnerships, and outreach programming. Process department expenditures and reimbursements and maintain accurate financial records. Coordinate workflow between Student Services, Enrichment and Engagement, and Academic Affairs departments as needed. (20%)
• Oversee the efficient operation and coordination of the Academic Affairs department. Responsible for maintaining the Academic Affairs section of the Student Advising Portal. Serve as the first point of contact for the Academic Affairs office, including calendar management, data entry, file organization, travel arrangement and reimbursements, and drafting correspondence for the Academic Affairs office. Assist with organizing Academic Affairs departmental meetings and faculty meetings and academic programming; compile agendas and materials for meetings. Serve as exam administrator; proctor and independently troubleshoot during examination periods as necessary. Authorize routine department expenditures and maintain accurate financial recording. Monitor and replenish office supplies and prepare general maintenance requests. (20%)
• Facilitate dealing with others in the university relative to department work. Serve as primary liaison between the Law School and adjunct faculty. Oversee hiring processes and appointment letters, maintain accurate teaching assignment records, coordinate classroom and technology needs, and support orientation and communications for adjuncts. Draft and follow up on routine communications regarding the hiring, onboarding, and payment of adjunct faculty. (20%)
• Maintain confidential records. Maintain accurate records of student participation and outcomes in academic and bar support initiatives, including tracking of bar passage rates and other performance metrics required for accreditation reporting. Process and maintain confidential employment-related information associated with adjunct faculty hiring, appointment, and evaluation. Process complex and highly confidential information, including student records. (13%)
• Maintain accounting bookkeeping records for the department. Perform data analysis for the Law School's bar stipend program and oversee its administration, including processing and distributing checks to students. Maintain budget for faculty meetings and academic workshops. Vet vendors and coordinate contracts, payments, and logistics for major events such as orientation and commencement. (12%)
• Perform complex tasks relating to accreditation compliance. Develop reports to inform strategic planning and compliance obligations. Prepare materials and reports required for institutional and accreditation reviews. (10%)

NONESSENTIAL FUNCTIONS

• Assist in the preparation for academic ceremonies, events, and orientation as needed. (2%)
• Provide additional support for one-time projects initiated by the Academic Affairs department or the Associate Deans. (2%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department Staff: Daily contact with departmental staff to maintain workflow.

University: Moderate contact with faculty to provide information regarding faculty meetings and academic programming. Regular contact with adjunct faculty to provide employment information and teaching support. Contact with other university departments on an as needed basis to exchange information.

External: Contact with travel and accommodation vendors to exchange information.

Students: Moderate contact to provide information and direct to appropriate resources.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. Oversee general operations of clerical staff.

QUALIFICATIONS

Experience: 3 to 5 years of related secretarial experience required.

Education: High school education required. Bachelor's degree preferred.

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.
• Ability to operate copy machines to perform calculations and produce documents.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to operate copy machines to produce documents in a variety of formats.
• Ability to handle confidential information with discretion.
• Ability to interact with colleagues, supervisors and customers face to face and to warmly and professionally welcome and assist visitors, creating a positive first impression for the Academic Affairs office.
• Ability to speak and present to large audiences (up to 100 people) of students, faculty, and staff.
• Ability to manage clerical tasks with attention to detail and accuracy.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Proficiency with Google Workspace for Education (Docs, Sheets, Slides, Drive, Calendar, etc.).
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. While providing exam administrative support, employee will climb stairs and navigate through classroom spaces.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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