Job Title: Department Assistant 1 (Part-time)
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Part-Time
Job ID: 7900
Job Description

POSITION OBJECTIVE

Working under occasional supervision, the Department Assistant 1 will provide administrative support to the Sociology department. Reporting to the department administrator and the department chair, the position assists in the day-to-day functioning of the department. The department assistant will perform a variety of clerical duties and typing assignments requiring speed and accuracy

ESSENTIAL FUNCTIONS

Provide support to the directors of the undergraduate and graduate programs and other faculty advisors, by assisting in maintaining a database to track internal graduate student progress, emailing majors on behalf of the department, communicating about upcoming events and programs. Under faculty supervision, produce, post and distribute promotional materials about the graduate and undergraduate programs and other informational materials. (15%)Serve as a point person for the department by being the first contact to greet faculty, staff, students and visitors. Distribute departmental promotional materials to walk in visitors. Direct those who call or email to the appropriate information on the website or set up informational appointments. Answer straightforward questions regarding admission and advising. Keep a calendar of upcoming departmental events. (15%)Work with department administrator on the planning of departmental functions including, but not limited to, creating and distributing event announcements, monitoring RSVPs, coordinating ordering, delivery and set up of refreshments, and reserving hotel rooms, flights and dinner reservations for out of town guests. (15%)Assist faculty with course and manuscript preparation/proofreading/editing, photocopying, creating and updating course canvas sites and other requests as needed. (10%)Process travel and expense reimbursements; work with faculty, students and guests as needed to acquire the necessary receipts. (10%)Maintain and update departmental and research related webpages and newsfeeds using Wordpress, after completing required CANVAS training. (7%)Assist faculty with meeting scheduling and travel arrangements. (5%)Work with the chair, faculty, students and alumni on the development, coordination of submissions, layout, editing and distribution of departmental newsletter. (7%)Assist department administrator and chair with regular communication with department faculty, undergraduate and graduate students, the dean’s office, and other university entities including but not limited to writing memos and letters, sending e-mails and faxes and making phone calls. Proofread and edit correspondence, reports, records, etc. as necessary. Process confidential information (5%)Maintain and order office supply inventory. Assist with questions about office equipment and troubleshoot problems with office equipment. When applicable, troubleshoot problems with computers in the department lab and faculty offices as needed. Distribute mail and sign for packages. Order office supplies and assist with the scheduling of the departmental seminar room. May provide clerical assistance to department assistants (10%)

NONESSENTIAL FUNCTIONS

Perform other duties for department as needed. (1%)

May assist in training of junior level clerical hires.

CONTACTS

Department: Contact with the department administrator, department chair, faculty members, department staff and doctoral and undergraduate students

University: Contact with graduate studies, undergraduate studies, plant services, access services, cashier’s office, registrar’s office, purchasing and marketing and communications

External: Contact with faculty and staff at other universities, staff at professional associations, vendors

Students: Contact with approximately 50 to 80 undergraduate students and 30 graduate students

SUPERVISORY RESPONSIBILITY

Responsible for supervising work-study students throughout the academic year if applicable.

QUALIFICATIONS

Experience: 2 to 3 years work experience

Education/Licensing: High school education required; Bachelor’s degree preferred

REQUIRED SKILLS

1. Excellent organizational skills, including an ability to handle multiple tasks simultaneously and to be flexible in re-prioritizing tasks.
2. Solid communication skills, both written and oral (spelling, grammar, and composition skills are particularly important).
3. Ability to maintain a high degree of professionalism and confidentiality.
4. Good interpersonal skills.
5. Ability to work independently.
6. Ability to work with interruption.
7. Ability to meet consistent attendance.
8. Ability to interact with colleagues, supervisors and customers face-to-face.

9.Experience with personal computers, and with Microsoft Word, Excel, Power Point, Publisher, and Wordpress website software a plus.

WORKING CONDITIONS

Typical busy office environment.

var RichTextValue = PTRTEFillcache('https://employment.case.edu/psp/ERECRUIT_newwin/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL','PT_RTE_IMG_DB_LOC','record://PTRTDB','HRS_SCH_PSTDSC_DESCRLONG$0','1');var TextAreaObject = document.getElementById('HRS_SCH_PSTDSC_DESCRLONG$0');if (typeof(TextAreaObject) != 'undefined' && TextAreaObject != null) TextAreaObject.innerHTML = RichTextValue;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.

.

var RichTextValue = PTRTEFillcache('https://employment.case.edu/psp/ERECRUIT_newwin/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL','PT_RTE_IMG_DB_LOC','record://PTRTDB','HRS_SCH_PSTDSC_DESCRLONG$1','1');var TextAreaObject = document.getElementById('HRS_SCH_PSTDSC_DESCRLONG$1');if (typeof(TextAreaObject) != 'undefined' && TextAreaObject != null) TextAreaObject.innerHTML = RichTextValue;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.

.

var RichTextValue = PTRTEFillcache('https://employment.case.edu/psp/ERECRUIT_newwin/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL','PT_RTE_IMG_DB_LOC','record://PTRTDB','HRS_SCH_PSTDSC_DESCRLONG$2','1');var TextAreaObject = document.getElementById('HRS_SCH_PSTDSC_DESCRLONG$2');if (typeof(TextAreaObject) != 'undefined' && TextAreaObject != null) TextAreaObject.innerHTML = RichTextValue;