Department Assistant 4

Job Description

POSITION OBJECTIVE

Working under general direction and reporting to the Associate Dean of Academic Affairs and Student Services, the Department Assistant 4 will provide administrative support to the department and serve as primary liaison for adjunct faculty.

ESSENTIAL FUNCTIONS

• Administer all aspects of the office including appointments, telephone contacts, correspondence, and adjunct contracts. This position will be responsible for the composition of intra-school, university and community communications. Maintain the associate dean¿s calendar by scheduling appointments, meetings, and telephone conferences. Direct calls and request

• Serve as the primary Academic Affairs liaison for adjunct faculty. Oversee adjunct hiring process, including communication to assess their qualifications in conjunction with Assistant Dean for Academic Affairs, and maintain accurate and up to date records about teaching assignments so teaching agreements and payments happen in a timely and accurate way. Maintain adjunct database. Maintain files for syllabi for online and on-ground programs. (30%)

• Serve as office manager for Academic Affairs, Student Services and Field Education. Coordinate, supervise and ensure the successful completion of activities that provide support to faculty. Ensure database input and mailings are completed in a timely and accurate way. Monitor the production of course syllabi to ensure they meet school standards. Coordinate and ensure the successful execution of the teaching evaluation process. (10%)

• Process complex and highly confidential information. Input information into the Faculty Information System, when needed. (10%)

• Coordinate special projects and events for the associate dean, including receptions, meetings, adjunct faculty functions and related community events. Provide support for committees chaired by associate dean by arranging meetings and maintaining necessary correspondence with attendees, taking minutes and editing and distributing them. Relay information on sensitive matters to constituents, external or within Case Western Reserve University. Serve as the associate dean's liaison to full-time and adjunct faculty, staff and students on issues including academic matters, faculty workload agreements, adjunct contracts, scheduling, and course materials. Assist school faculty as requested by associate dean. (10%)

NONESSENTIAL FUNCTIONS

• May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. Provide supporting details. (<1%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department: Continuous contact with staff, faculty and adjuncts in the school.

University: Regular contact with other university departments on an as needed basis.

External: Infrequent contact with social work-related organizations and agencies, travel and accommodation vendors and others on an as needed basis.

Students: Continuous contact with Mandel School students.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. Supervise the work of office staff in day-to-day activities.

QUALIFICATIONS

Experience: Minimum of 6 years of related secretarial experience required. Business and/or administrative experience in a university setting preferred

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

REQUIRED SKILLS

• Excellent communication skills: clear verbal communication, strong writing ability for a variety of audiences. Ability to process detailed and confidential information; produce concise, accurate reports.

• Excellent interpersonal skills needed to maintain good professional relationships with faculty, staff, and students, including managing demands, and conflict as needed.

• Excellent time management and coordination/delegation skills.

• Ability to manage time effectively, prioritize tasks, set goals, and develop systems for achieving those goals.

• Ability to juggle multiple responsibilities simultaneously, stay focused on deadlines, and handle complex projects efficiently

• Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.

• Strong ability with Microsoft suite (Word, Excel, PowerPoint, Qualtrics.), Google suite, and desktop publishing software.

• Ability to meet consistent attendance.

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

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type.

Hybrid Eligibility

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.

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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