Department Assistant 3

Job Description

POSITION OBJECTIVE

Working under general direction, the Department Assistant 3 will have overall responsibility for the smooth functioning of the Case Western Reserve University Office of Student Conduct and Community Standards (OSCCS). Responsibilities include facilitating communications, assisting students and resolving complex issues with little direction. This position will work collaboratively with other members of the office to create an environment that is professional, welcoming, confidential and responsive to the needs of students, faculty, staff, alumni and visitors. The department assistant will be responsible for financial and budgeting processes, communication and marketing efforts, programming logistics and overall office management.

ESSENTIAL FUNCTIONS

• Has overall responsibility for the smooth functioning of the Office of Student Conduct and Community Standards (OSCCS). Manage office priorities, including identifying office needs and responding as appropriate. Consistently maintain a professional, helpful and calm demeanor when communicating with students, parents, faculty, staff and the public. (30%)
• Maintain a large volume of confidential records, both paper and electronic. (15%)
• Schedule student appointments and disciplinary hearings. (14%)
• Authorize routine department expenditures, including office supplies, and anticipate the administrative needs of the office. Maintain and reconcile department credit card and organize documents for audits. Process purchase orders, reimbursements and any other financial transaction for the office and departmental staff. Prepare or assist in preparing budgets (forecasting). Reconcile monthly expense statements. (9%)
• Prepare presentation and meeting materials with minimal direction. Organize logistics for meetings. (6%)
• Gather pertinent student data from appropriate offices within Student Affairs and other university offices for annual reporting. (6%)
• Coordinate travel and arrangements for departmental staff to attend conferences and other professional development events. (6%)
• Work with other Student Conduct and Community Standards staff to process requests for references, as well as recommendations for employers, graduate/professional schools, and government agencies, including the FBI and CIA. (6%)

NONESSENTIAL FUNCTIONS

1.Keep up to date with university policies and procedures relating to fiscal controls and operations, including budgets, purchasing, travel, etc. (2%)

2.Assist staff members in the office as needed. (2%)

3.Anticipate, develop, and coordinate a variety of projects to ensure timely and successful completion of assigned job duties. (2%)

4.Perform other duties as assigned. (2%)

CONTACTS

Department: Daily contact with director and two assistant directors of Student Conduct, working together to maintain an effective and efficient functioning office. Frequent contact with the Office of Title IX to assist with administrative tasks and scheduling. Regular contact with members of the University Conduct Board and Academic Integrity Board to schedule hearings and provide support.

University: Frequent contact with Office of Student Affairs, Business Operations, Office of Residence Life to schedule meetings, resolve financial issues, and provide sensitive information. Regular contact with staff and faculty from other university departments to schedule meetings and provide information. Regular contact with the Office of Undergraduate Studies to share sensitive information and resolve issues related to student academic integrity.

External: Regular contact with parents to answer general questions and schedule meetings. Regular contact with vendors to coordinate services. Occasional contact with alumni to provide information related to sensitive conduct records. Occasional contact with state and federal agencies reviewing student references and clearances.

Students: Daily contact with students for issues related to student conduct and academic integrity.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS

Experience: 5 or more years of related office and administrative experience required. Experience working with students in an educational setting is preferred. Experience working with college students in a higher education setting is strongly preferred.

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

REQUIRED SKILLS

• Excellent communication skills: Ability to communicate effectively in writing as appropriate for the needs of the audience. Use of proper grammar in writing is required.

• Ability to talk to others to convey information effectively and professionally, while protecting confidential information. Ability to have a calming demeanor, especially when working with unhappy or agitated students and other stakeholders. Ability to take initiative and complete tasks as needed. Commitment to the university and the university community.

• General computer use skills should include strong experience and knowledge of Microsoft Office applications including Word, Excel, Publisher and PowerPoint. Ability to effectively organize and present information using these applications with little guidance.

• Familiarity with Google shared drive, google applications and use of google hangouts for communication. Experience using google calendars and ability to effectively organize information and meetings.

• Ability to learn PeopleSoft applications and Advocate Conduct database.

• Ability to actively learn and understand implications of new information for current and future problem solving and decision-making. Must be able to problem solve using own resources and information at hand, without always referring situations on to other staff.

• Proven ability to multi-task, to convey information effectively, and ability to remain calm and cordial even in difficult situations.

• Ability to work as a team member and communicate with office staff on follow-up needed on any projects and tasks.

• Use and maintain all office equipment.

• Ability to effectively interact with colleagues, supervisors and customers face to face.

• Ability to meet consistent attendance.

WORKING CONDITIONS

General office environment with employee sitting at front desk. The employee will perform repetitive motion using computer mouse and keyboard to type. Some travel between buildings on campus is occasionally required.

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.

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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 Equity at 216-368-3066 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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