Department Assistant 2

Job description

Job Title: Department Assistant 2
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8701

Working under general direction, the Department Assistant 2 will supervise and coordinate activities connected to the Academic Affairs Office by providing administrative support to the Chair of the Academic Affairs Committee and appointed members as well as to the individual faculty members in the department. The department assistant will assist with graduate student recruitment, admissions, correspondence, orientation and monitoring the academic progress of graduate students. The department assistant will coordinate visitation schedules for prospective graduate students and plan and execute departmental events.


    Prepare and maintain confidential records for graduate students and alumni. Collect support data and from this data prepare confidential payroll, contracts and coordinating course registrations for all graduate students three times a year. Liaise for graduate student concerns as a main contact between the Graduate Dean’s Office, Office of the Registrar, Financial Aid Office and International Student Services Departments. Initiate and follow up on routine correspondence providing advisory guidance to the Graduate Committee Chair on graduate student satisfaction of requirements for advancement to Ph.D. candidacy and award of Ph.D. degree. (30%)Provide administrative support to the graduate recruiting and admissions committees. Prepare and route application packages to prospective students, reply to domestic and international inquiries regarding the graduate program, maintain the database for all admission materials, make preliminary admission decisions to help guide early admission efforts, prepare offers to prospective applicants, coordinate travel arrangements and schedules for visiting graduate students, greet visitors and answer questions about the department, the university and the Cleveland area and provide strong customer service for recruitment. Responsible for all correspondence (mailings, graduate posters and recruitment letters to GRE registrants) relating to the admission process from application to final disposition of the application. (30%)Coordinate department programs including the research poster sessions, two award luncheons, graduate student orientation week (letters, schedules, placement exams, registration dates and visits) and monthly cumulative examinations with student score report. Maintain accounting/bookkeeping records for each event that incurs expenses. (20%)Maintain website (update, revisions and faculty research pages) for department. (10%)
Oversee general operations of clerical staff and office procedures while assisting with training of new employee(s). (10%)


Provide coverage in the absence of other staff. Perform other job duties as assigned. (<1%)


Department: Frequent contact with faculty with concerns relating to graduate students. Moderate interaction with supervisor regarding financial matters. Regular collaboration with other staff members to provide assistance.

University: Regular contact with undergraduate and graduate schools, international student services, the registrar and financial aid to exchange information.

External: Frequent contact with applicants regarding status of application. Occasional contact from past graduate students and the graduate program to exchange information.

Students: Frequent contact with undergraduate and graduate students to discuss department requirements. Occasional contact with students on non-academic and academic concerns to provide advice and instruction. Regular communication with students regarding academic requirements and transition phases.


No direct supervisory responsibility.


Experience: 3 to 5 years of administrative work experience, preferably in an academic environment.

Education/Licensing: High school education required; college degree preferred.


    Strong typing, grammar and computer skills. Knowledge of Macintosh a plus.Highly efficient oral and written communication skills required.Ability to communicate effectively with faculty, staff and students required.Ability to maintain confidentiality.Work in a fast-paced environment.Excellent work ethic.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors and customers face to face.


General office working environment.

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 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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Job No:
Posted: 3/5/2021
Application Due: 4/1/2021
Work Type: Full Time