Department Assistant 2
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

Working under general direction, provide on-going assistance to several senior staff members and share responsibility for acting as the public face of the office for internal and external constituencies. The department assistant will support and organize the work for several assistant deans, including communicating on behalf of the assistant deans with other constituencies inside and outside the university, organizing meetings and events on behalf of the assistant deans, and maintaining confidential records. This person will serve as the initial contact for undergraduates, non-degree students, faculty, staff, and members of the public who seek assistance and information from the Office of Undergraduate Studies, assessing needs, providing information/referrals, as well as responding to their inquiries in a helpful, friendly, informed, diplomatic and customer-focused way.

ESSENTIAL FUNCTIONS

1. Provide clerical and administrative support to several senior staff members: maintain electronic calendar and prepare daily agenda with support materials; manage correspondence, responding to routine matters on behalf of the deans; manage the organization of meetings and events sponsored by the deans; assemble student and other information.

2. Monitor incoming correspondence and requests for information, and ensure timely follow-up, preparing and/or contributing to the preparation of routine and non-routine reports, briefings, presentations, letters, memoranda, proposals, and public relations information.

3. Use effective time management skills and personal resources to successfully complete a wide range of long-term projects.

4. Maintain confidential student files. All changes in student academic records must have a paper trail. A complete file is required for all undergraduate students and the file must be kept secure and properly stored when not in use.

5. Prepare incoming confidential student files from Admissions, and prepare exiting confidential student files for University Archives. This includes acting as liaison with University archives for the purpose of obtaining archived student files and for returning materials to archives.

6. Work as part of a team to plan and develop office procedures, paper flow, and maintenance of a variety of filing systems.

7. Assist with Academic Honors Assemblies, Commencement and Choices Fair by providing a variety of clerical duties, typing assignments requiring speed and accuracy.

8. Respond to all incoming emails,calls and visitors with a welcoming and friendly demeanor. Quickly ascertain the need of the caller or visitor, providing information regarding policies, procedures, upcoming events, and deadlines and making appropriate referrals within the Office of Undergraduate Studies or to another department or office of the university.

9. Communicate academic policies, answering questions and dealing with common problems, e.g. graduation applications, Pass/No Pass, declaration of major, declaration of minor, requests for transient coursework, questions about registration.

10. Schedule appointments for members of the professional staff.

11. Maintain several databases that track and record student information from mail, forms, and documents that come into and leave this office.

12. Monitor all documents to provide quick turnover, providing excellent follow-up on all requests.

13. Monitor all forms used in the office to make sure there is always an adequate supply.

14. Maintain an inventory of office supplies

15. Maintain and upkeep of all office equipment and office space.

16. Remain up to date on university policies dealing with academic and student matters

NONESSENTIAL FUNCTIONS

1. Serve as a backup for all members of the support staff.

2. Provide other duties as assigned.

CONTACTS

Department: Daily contact with all members of the Undergraduate Studies staff

University: Daily contact with faculty, the Registrar’s Office, and the Division of Student Affairs; regular contact with the Provost’s Office, Undergraduate Admissions, University Archives, Financial Aid, the School of Graduate Studies, representatives of the schools, and supporting departments (such as Procurement, Accounts Payable and Printing)

External: Seasonally, daily contact with incoming first-years and transfer students and with transient students; frequent contact with parents of current students; frequent contact with representatives of other universities; frequent contact with vendors.

Students: Daily contact with undergraduates seeking information or assistance from the Office of Undergraduate Studies.

SUPERVISORY RESPONSIBILITY

Assist in directing students and/or temporary employees.

QUALIFICATIONS

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

Education/Licensing: High school education required. Undergraduate degree preferred.

REQUIRED SKILLS

  • Must be highly sensitive to the high volume of confidential student matters handled in this office, and be capable of exercising good judgment and flexibility.
  • Capable of working in a fast-paced, multi task environment in which he or she will need to manage simultaneous projects for several individuals; be detail-oriented and possess excellent organizational, verbal, and written communication skills; and be able to prioritize tasks with minimal supervision.
  • Require the flexibility to take on other tasks to serve the work of the office as a whole.
  • Excellent verbal and written communication skills
  • Ability to assimilate detailed, complex information about academic policies and procedures and to communicate information to a variety of audiences.
  • Ability to assess needs and make independent judgments based on assessments
  • Good time management and organizational skills
  • Must be detail-oriented, with good follow-up skills.
  • Must be prompt. The employee will work with team members to ensure the office opens on time and has the necessary coverage throughout the day.
  • Must develop a strong knowledge base of undergraduate policies and procedures.
  • Ability to maintain confidential and sensitive information in accordance with FERPA and university practice.
  • Ability to use the Microsoft Office suite.
  • Ability to learn and be proficient with university e-mail and calendar systems.
  • Must be willing to learn and be proficient with all PeopleSoft software systems, including Student Information System (SIS), and the Human Capital Management Systems (HCM).
  • Ability to perform internet searches.


  • WORKING CONDITIONS

    General office environment. Operating hours are from 8:30 a.m. to 5 p.m. Fast-paced office setting, with frequent interruptions, conflicting priorities and complex office functions. Some overtime and weekend work may be required in relation to degree certification, commencement and occasional special events.

    Diversity Statement

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

    Reasonable Accommodations

    Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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