Department Assistant 1 - Part Time

Job description

Job Title: Department Assistant 1 - Part Time
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Part-Time
Job ID: 8824
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, this position will assist 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 processing confidential information, assisting in maintaining a database to track internal graduate student progress, emailing majors on behalf of the department, creating required university assessment surveys and 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. (20%)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. Maintain calendar of upcoming departmental events. (20%)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, reserving event location and hotel rooms, flights and dinner reservations for out of town guests. (15%)Assist faculty with course and manuscript preparation/proofreading/editing, photocopying, create and update 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. (7%)Maintain and update departmental and research related webpages and newsfeeds using Wordpress or other university approved software as needed. (6%)

Work with the chair, faculty, students and alumni on the development, coordination of submissions, layout, editing and distribution of departmental newsletter. (6%)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. (6%)Assist faculty with meeting scheduling and travel arrangements. (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. (4%)

NONESSENTIAL FUNCTIONS

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

May assist in training of junior level clerical hires. (<1%)

CONTACTS

Department: Continuous contact with the department administrator, department chair, faculty members, department staff and doctoral and undergraduate students to provide information and assistance.

University: Moderate contact with plant services, access services, cashier’s office, registrar’s office, purchasing and marketing and communications to provide information, resolve concerns and make inquiries.

External: Occasional contact with faculty and staff at other universities, staff at professional associations, vendors to provide and receive information.

Students: Continuous contact with approximately 50 to 80 undergraduate students and 35 graduate students to provide information and assistance.

SUPERVISORY RESPONSIBILITY

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

QUALIFICATIONS

Experience: 2 to 3 years work experience required.

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

REQUIRED SKILLS

    Excellent organizational skills, including an ability to handle multiple tasks simultaneously and to be flexible in re-prioritizing tasks.Solid communication skills, both written and oral (spelling, grammar, and composition skills are particularly important).Ability to maintain a high degree of professionalism and confidentiality.Good interpersonal skills.Ability to work independently.Ability to work with interruption.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors and customers face to face.Experience with personal computers, and with Microsoft Word, Excel, Power Point, Publisher, and Wordpress website software a plus.

WORKING CONDITIONS

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

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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Job No:
Posted: 4/28/2021
Application Due: 7/27/2021
Work Type: Full Time
Salary: