Assistant Dean of Undergraduate Studies
Title: Assistant Dean of Undergraduate Studies
Department: Undergraduate Studies
Position ID: 6077
The Office of Undergraduate Studies oversees academic affairs for approximately 5000 students in baccalaureate degree programs offered by the College of Arts and Sciences, the Case School of Engineering, the Weatherhead School of Management, and the Frances Payne Bolton School of Nursing; participates in curricular discussions within and among the constituent faculties; and collaborates with the division of Student Affairs in pursuit of an integrated academic and co-curricular experience for undergraduates. The Office is responsible for academic advising and registration of all new and returning undergraduate students and all non-degree students who do not hold an undergraduate degree, administration of the Pre-College Scholars program for high school students taking courses at the University, evaluation and awarding of transfer credit and advanced placement credit, monitoring academic progress and developing strategies for overall retention, monitoring scholarship status, communication and enforcement of academic regulations and degree requirements, degree certification, advising for integrated undergraduate and graduate/professional degrees, managing the awarding of undergraduate academic prizes and honors and undergraduate participation in Commencement, advising for post-graduate professional schools and for post-graduate fellowships, and working with other offices and programs to develop resources to enhance the overall undergraduate experience at Case Western Reserve. As a member of the professional staff reporting directly to the Dean of Undergraduate Studies, the Assistant Dean serves as the principal point of contact with the Office for approximately 550 upperclass students and their faculty advisors and instructors, monitoring and supporting the students’ academic progress and personal welfare and working with them to enhance their academic experience at the University. The Assistant Dean is also responsible for collecting and analyzing data related to underrepresented students and other populations of particular interest (e.g. first-generation college students, Pell-eligible students), and, working with campus partners, for developing and implementing programs and strategies that will aid in the academic success, retention, and overall educational experience of these students. The Assistant Dean will serve as the liaison between the Office of Undergraduate Studies and the Office of Multicultural Affairs and other offices focused on the overall CWRU experience of underrepresented students and other special student populations. The Assistant Dean also participates in the broad range of activities and programs offered by the Office of Undergraduate Studies in support of the overall mission of the Office.
- Monitor and support the academic progress and personal welfare of a cohort of upperclass students. Provide general academic advice to students, responding to their inquiries, helping them establish educational goals, and fostering engagement with appropriate resources and opportunities. Serve as the point of contact in the Office of Undergraduate Studies for faculty concerns regarding any of these students, advising the faculty member on how to handle the situation and reaching out to the student as appropriate. Inform faculty about special circumstances of students that may interfere with the students’ participation in classes. Make referrals to and receive referrals from Educational Services for Students, Disability Resources, Career Center, University Health and Counseling Services, Office of Multicultural Affairs, Residence Life, Greek Life, and other offices concerning individual students. Participate with representatives from the Dean of Students Office and University Health and Counseling Services in crisis and care management meetings and participate in TABIT meetings organized by the Provost’s Office related to students in the Assistant Dean’s cohort. Work with students on their petitions for exceptions to academic rules, presenting these petitions to the Deans Committee (on which the Assistant Dean will serve) and reporting the outcomes to the students. Meet with the staff responsible for working with first-year students to learn about any special issues with regard to rising second-year students in the Assistant Dean’s cohort. Meet with all second-year students in the Assistant Dean’s cohort during the fall semester to establish an on-going relationship, and work with those students who have not yet declared a major on their exploration and decision process. Monitor the academic progress of students, identifying those who may be in academic difficulty, working with them and their advisors to develop a plan for addressing the difficulties, and making referrals as appropriate. Review with students being considered for separation, ineligible to register, or failing to meet scholarship retention criteria the circumstances that contributed to their poor academic performance; assist them in preparing statements for the Academic Standing Board (on which the Assistant Dean will serve); report the outcome to the students; and advise the students about appeal procedures. Meet before the end of the drop/add period with students from the Assistant Dean’s cohort who were placed or continued on probation to review course selections for the new semester. Review requests for substitutions of academic requirements and the completion of academic requirements for the purpose of degree progress and certification. Monitor course registrations for the upcoming semester, reaching out to students who have not yet registered to understand the reasons and to provide assistance in resolving any issues. Advise students and maintain records with respect to withdrawals, leaves of absence, and failure to return for the next semester, discussing with students the reasons for their decisions, as well as returns from voluntary leaves and readmission after separation. Identify and nominate students for University prizes and national scholarship/fellowship competitions. Prepare Dean’s certifications and letters of recommendation requested by current students and alumni. Respond to inquiries from employers doing background checks of current and former students. Respond to inquiries from parents and/or family members of students (in compliance with FERPA guidelines). (60%)
- Analyze data and develop strategies to support the academic success, retention, and overall educational experience of underrepresented students and other populations of particular interest. Serve as the principal liaison between Undergraduate Studies and the Office of Multicultural Affairs, the Office of Inclusion, Diversity, and Equal Opportunity, and other offices focused on the overall CWRU experience of underrepresented students and other populations of particular interest. Collect, assess, and report data on the academic performance of underrepresented students and other populations of particular interest (e.g. first-generation students, Pell-eligible students). Collaborating with institutional and community partners, develop, coordinate, implement, and support programs and services to assist underrepresented students and other populations of particular interest achieve academic success and degree completion. Communicate strategies, programs, and initiatives to Undergraduate Studies staff, Multicultural Affairs staff, and other relevant offices to assist them in enhancing the educational experiences of these students. Convene and facilitate a working group of University faculty, staff, and students to monitor and assess progress in achieving institutional goals with respect to these student populations and help steer institutional policies. Work with Enrollment Management, particularly Admissions and First Year Experience and Family Programs, to establish a connection between relevant offices and admitted students from these populations to assist with their academic transition to CWRU. Collaborate with institutional partners, serve as a campus resource for diversity, inclusion, and multicultural education training and workshops. Represent Undergraduate Studies in work with relevant students groups and their advisors. (30%)
- Participate in broad range of activities and programs offered by the Office of Undergraduate Studies. Collaborate with Undergraduate Studies professional colleagues as part of weekly staff meetings to review office administrative matters, to develop plans for programming and communication with the wider community, and to discuss potential changes in policies and procedures, some of which will then require consultation with other offices and/or faculty legislation. Collaborate with Undergraduate Studies professional colleagues as part of weekly Deans Committee meetings to review student petitions for exceptions to academic policy, to discuss special advising issues that arise for individual students, and to initiate discussions of potential academic policy changes arising from consideration of individual cases that will then progress through faculty governance processes. Represent the Office of Undergraduate Studies on various boards and committees, including the University Student Conduct Board and Academic Integrity Board. Participate in the preparation for and administration of various programs sponsored by Undergraduate Studies or that require Undergraduate Studies involvement, such as new student course registration and orientation, the Choices Fair, and Commencement. (10%)
Perform other duties as assigned.
Department: Daily contact with the dean of undergraduate studies for exchange of information, consultation, and decision-making. Daily contact with other assistant/associate deans and members of the technical staff for exchange of information, consultation, supervision, and shared projects. Daily contact with department assistant who supports the work of this assistant dean. Regular contact with assistant to the dean and senior associate dean/office manager. Regular contact with other members of the office staff.
University: Daily contact with faculty as advisors and course instructors about individual student concerns. Weekly contact with Dean of Students staff, Residence Life & Greek Life staff, and University Health & Counseling Services regarding issues related to specific students. Regular contact with the Educational Services for Students, Disability Resources, Career Center, University Counseling Services, the Office of Multicultural Affairs, members of the Residence Life and Greek Life staffs, and other offices concerning individual students. Regular contact with the Registrar’s Office concerning student registration and transcript issues. Regular contact with the Office of Multicultural Affairs and other offices related to programming for underrepresented students and other student populations. Occasional contact with the Office of Financial Aid for discussion of student concerns. Occasional contact with the Vice Provost for Undergraduate Education and the Office of the General Counsel about individual student matters.
External: Weekly contact with parents and/or family members of students to answer questions and discuss their concerns (within FERPA guidelines). Periodic contact with employers doing background checks of current and former students. Periodic consultation with colleagues in similar positions at other colleges and universities. Occasional contact with representatives of other universities and outside programs on behalf of students.
Students: Daily contact with undergraduates (primarily upperclass students in the assistant dean’s cohort) who turn to the Office of Undergraduate Studies for assistance or advice. Regular contact with student organizations representing underrepresented students and other populations of particular interest. Occasional contact with alumni seeking certification of enrollment/degree, letters of recommendation, and/or academic advice.
Shares dotted-line day-to-day supervisory responsibility with other deans for a department assistant whose direct report is to the assistant to the dean and senior associate dean/office manager.
Experience: 5 years of experience advising and/or teaching undergraduates in a four-year college or university (required).
Education: Master’s degree required (doctoral degree preferred) in a related discipline (higher education, a field taught to undergraduates at CWRU, etc.)
- Experience working with diverse student communities with knowledge of specific needs of underrepresented students (required).
- Demonstrated collaboration with student affairs, faculty, and other campus partners on behalf of students (preferred).
- Record of initiative and leadership in developing educational and advising programs for high-ability students (preferred).
- Leadership experience in academic or administrative department (preferred).
- Excellent oral and written communication skills.
- Excellent interpersonal skills and ability to support and challenge a diverse population of high-ability undergraduates.
- Ability to apply independent judgment and decision-making skills to issues related to university policies and procedures.
- Proven success working in a collaborative environment.
- Ability to gather and analyze university and national retention research and data.
- Ability to assimilate and communicate information to a variety of audiences.
- Proficiency in current software applications: electronic calendar, word-processing, email, database (preferred); and ability to learn quickly the student information system.
General office environment with support from department assistant who makes appointments, keeps calendars, and facilitates the work and record-keeping of several members of the professional staff. Fast-paced senior administrative office setting, with frequent interruptions, conflicting priorities, and complex office functions. Occasional evenings and weekends required.
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.
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.
CWRU offers a flexible benefits package including tuition waiver for employees and dependents; Respond in confidence, including salary history : CASE WESTERN RESERVE UNIVERSITY, Human Resources Job Code #6077, apply to: jobs.case.edu