Department Assistant 3

Company: Case Western Reserve University
Location: Warren
Posted on: January 26, 2023

Job Description:

Job Description


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POSITION OBJECTIVE
Working under general direction, the Department Assistant 3 will provide administrative support to the department (Writing Program). Perform diverse duties of an administrative nature for the Writing Program, which serves all schools and colleges at Case Western Reserve University and promotes a thriving culture of writing on campus. The Writing Program includes the Writing Resource Center, which offers campus-wide support services, workshops, and events. Key responsibilities are facilitating clear and effective communication with campus stakeholders; managing budgets, arranging for payments, and authorizing routine expenses; and supporting curricular programming, assessment, and reporting using campus technologies such as the Student Information System (SIS).
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ESSENTIAL FUNCTIONS
Perform diverse duties of an administrative/clerical nature requiring accuracy. Support the activities of the Writing Program, coordinate catering, supplies, and travel arrangements for visitors. Collect and track Writing Program course syllabi each semester. Coordinate teaching and writing award processes, including correspondence with nominators, nominees, and evaluation committees. (20%) Has overall responsibility for smooth functioning of the department (Writing Program). Support the smooth functioning of the Writing Program, monitor and redress space concerns (including office spaces in Guilford House and Bellflower Hall, seminar and consulting spaces in Bellflower Hall and other campus locations); coordinate maintenance of technology (computers, phones, projectors, etc.); support programming (e.g., workshops, lectures) for students and faculty; and ensure program and record integrity. (20%) Facilitate communications between the department (Writing Program) and the university. Maintain and archive Writing Program communications including email distribution lists; update and maintain Writing Program website, Canvas sites, and Campus Groups activities; draft and/or deliver other correspondence related to the mission and activities of the Writing Program. (20%) Authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/forecasting, expense reports. Authorize routine departmental expenses for Writing Program events, as well as expenses related to course delivery and professional development for Writing Program faculty. Support hiring, scheduling, and payment of student workers, including time approvals and other administrative functions. Prepare monthly budget reconciliation reports for the Writing Program. (10%) Manage Writing Program Activities using University Systems. Post and manage Writing Program course offerings in the Student Information System (SIS), including processing Course Action Forms, and tracking course updates and approval processes. Support student placement processes, including correspondence with students, the Office of Student Advancement, and Writing Program administrative faculty. Produce associated reports. (7%) Coordinate workflow between departments as needed. Coordinate across departments including all of the schools and colleges within the University to schedule and advertise activities of the Writing Program, as well as to collect feedback and information about curricular and administrative functions related to the Writing Program's activities. Collect and maintain records and facilitate faculty-led projects related to annual writing assessments, which become part of university assessment/accreditation cycles. (6%) Collect and maintain confidential records, including salaries, letters of appointment, student grade reports, and other confidential/sensitive materials. (6%) Organize, plan meetings, departmental (Writing Program) agenda, etc. Maintain accurate faculty lists and directories; support Writing Program Committee meetings by coordinating agendas, taking and distributing minutes. (6%)

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NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (5%)
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CONTACTS
Department: Daily contact with the Writing Program and English Department staff and faculty. Receive direction from and communicate with the Director of the Writing Program and other faculty administrators.
University: Daily to weekly contact with faculty, staff and administration across all of the schools in the University in person and via email to request and collect information.
External: Daily to Weekly contact with individuals outside of the university to request and collect information, distribute information, provide support and administrative services.
Students: Frequent contact with undergraduate student employees, graduate students working as teaching assistants in the program, and undergraduate students enrolled in the program to answer questions, collect and distribute information.
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SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. Oversee general operations of student workers.
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QUALIFICATIONS
Experience: 5 years of related experience required; prefer previous experience as a departmental assistant within the university.
Education: High school education required.
REQUIRED SKILLS
Ability to work independently and rely on one's own resources in task accomplishment. Ability to understand and produce professional documents that are appropriate for the diverse audiences the Writing Program serves (students, faculty, administrators, public). Ability to incorporate revision suggestions, ask for clarification when necessary, and represent the Writing Program positively to others. Ability to actively learn: understanding the implications of new information for both current and future problem-solving and decision-making. Ability to interact positively with colleagues, supervisors, faculty and students face to face. Ability to use student information systems, financial systems, Microsoft Word, Excel, PowerPoint and e-mail Ability to operate copy and fax machines to perform calculations and produce documents. Ability to meet consistent attendance.

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WORKING CONDITIONS
General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. Occasional evening and/or weekend work may be necessary to support programming and events.
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Diversity Statement


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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


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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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COVID Vaccination


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Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.

Keywords: Case Western Reserve University, Warren , Department Assistant 3, Other , Warren, Ohio