Department Assistant 3

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 $19.41 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, the Department Assistant 3 will provide direct administrative support to the PhD Program Director and to the PhD in Nursing Program. The department assistant will coordinate and maintain the efficient operations of the PhD program office by facilitating clear communication with students, faculty, staff, and administration. The department assistant will function as a member of the School of Nursing academic support team providing support for the Council, admissions committee, faculty teaching, and administrative support for all training grants related to the PhD in nursing program.



Essential Functions

• Perform various duties of an administrative nature requiring accuracy. Provide academic support for the PhD program and has overall responsibility for the smooth functioning of the PhD program. Maintain templates for syllabi related to courses in the PhD program; maintain database of syllabi; organize and analyze faculty course evaluations each semester; analyze and report results of student scores; and provide support for program-specific syllabus and exam development. Maintain confidential records including relevant student forms and records of student academic status. Track student compliance with academic requirements and progress through the program. Process student petitions, student statistics, and contact information. Maintain on-line database of information on PhD students for use in creating management reports, completing surveys and providing accurate data. Track the academic progress and records of PhD students receiving fellowships, traineeships, etc. Track PhD students¿ awards, presentations and publications; maintain an accurate database containing this information. Maintain records of PhD Committees, candidacy, proposal defense and dissertation approvals; communicate the scheduling and completion of these milestones through email / media. Coordinate PhD dissertation process from preparation to completion including submission of PhD dissertation to the School of Graduate Studies and monitoring compliance with university deadlines. Coordinate bi-annual new PhD student orientation. Organizing and managing the annual PhD Fall Gathering. Coordinate new advisor orientation in collaboration with the Program Director. Assist PhD students in finding funding sources for scholarships or other financial support needed (i.e., travel related to research presentations, attendance at research conferences, etc.). In addition to the regular duties, the assistant will be responsible for more complex or difficult matters such as assisting in the preparation of PhD student satisfaction surveys and facilitating collection of this information as needed for the five-year review. Other activities include drafting the annual reports for the PhD program, including annual reports to funding agencies for training grants, and assisting in the preparation of training grant proposals, including fellowships and pre-doctoral traineeships. (35%)
• Provide administrative support to the PhD program director and PhD program faculty. Maintain PhD program director¿s calendar and appointments. Coordinate travel arrangements, process travel reimbursements and maintain records of travel expenses and reimbursements, as requested. Facilitate communication between the program and appropriate offices in the university. Serve as administrative assistant to the PhD Council, coordinate agenda, meetings and enrollment reports. Provide PhD program faculty committee support: arrange monthly meetings, including space and refreshments as needed; transcribe and distribute minutes; communicate information regarding upcoming meetings including appropriate agenda; and send notification of committee decisions to those responsible for implementation of decisions. Coordinate workflow between programs and departments within the School of Nursing as needed. Assist with review and update of academic aspects of the website in collaboration with University Marketing and Communications. (25%)
• Coordinate communication with PhD students, faculty, staff and administration. Implement academic policies set forth by the School of Graduate Studies. Respond to inquiries from Graduate Studies in collaboration with the Program Director. Maintain Graduate Studies forms on the School of Nursing website so that they are current. Maintain relevant program records: communications, memos and statistics; program committee minutes; program evaluation information; budget records; current and past course syllabi; correspondence with students; and grant funding agencies. Provide administrative support to the PhD Student Nurses Association. Notify students and faculty of upcoming events and meetings. Maintain office supplies inventory; order supplies as needed to meet program requirements. Maintain and analyze accounting/bookkeeping records for department; prepare all invoices and reimbursement related to the programs for processing. May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. (20%)
• In collaboration with the Office of Student Recruitment & Enrollment facilitates all stages of student recruitment. Coordinate and organize student recruitment materials and visits to campus. Attend and assist with planning and preparation of PhD student recruitment events, including luncheons and information sessions. Collaborate with the offices of student recruitment and enrollment and student services to maintain updated program information. Coordinate the admissions process, including scheduling of interviews with faculty and voting by PhD admissions committee. Provide administrative support for the chair of the PhD admissions committee. (20%)
  
  
  

Nonessential Functions

Perform duties of other academic support staff members when the need arises. Perform other duties as assigned. (<1%)

CONTACTS

Department: Frequent contact with faculty, Registrar, Financial Aid, Student Services, finance staff and administration to exchange information.

University: Regular contact with Office of Graduate Studies, Student Accounting Office, university administration, university libraries, university Food Services, University Health Service and International Office for Students to exchange information.

External: Moderate contact with clinical agencies, caterers, counterparts at other universities, federal training program management officials, various professional organizations and grant funding agencies to exchange information

Students: Continuous contact with all students in the PhD in Nursing Program to provide information and coordinate events.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

Qualifications

Experience: 5 or more years of related experience in an office environment with various groups of students or others required. Business experience or equivalent environment preferred.

Education/Licensing: High school education required; bachelor¿s degree preferred.

Required Skills

• Excellent verbal communication skills.
• Ability to work with and protect highly confidential information.
• Ability to work with various groups of people including students, faculty, alumni and administration, including international students.
• Ability to prioritize work.
• High level of independence and autonomy.
• Must be well organized.
• Ability to maintain a strong customer focus.
• Must be professional in demeanor, dress and communication.
• Must be able to work under pressure at times and exhibit calmness in stressful conditions.
• Ability to handle multi-tasking.
• Proficiency in typing with speed and accuracy.
• Computer literate with experience in word processing (MS Word), spreadsheet preparation (Excel), database use (Access), graphic skills (MS PowerPoint), scanning, scheduling software, Internet searches and e-mail.
• Shorthand and medical/scientific terminology a plus.
• 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 interact with colleagues, supervisors and customers face to face.
• Willingness to learn and utilize Artificial Intelligence (AI).
  
  
  

WORKING CONDITIONS

A professional office setting requires meeting frequent deadlines and the ability to work collaboratively with students, faculty, and staff representing a range of perspectives and experiences. The employee may need to be available for some evening or weekend events.

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.