Job Information
Case Western Reserve University Department Assistant 4 in Cleveland, Ohio
POSITION OBJECTIVE
Working under general direction and reporting to the Associate Dean of Academic Affairs and Student Services, the Department Assistant 4 will provide administrative support to the department and serve as primary liaison for adjunct faculty.
ESSENTIAL FUNCTIONS
- Administer all aspects of the office including appointments, telephone contacts, correspondence, and adjunct contracts. This position will be responsible for the composition of intra-school, university and community communications. Maintain the associate dean¿s calendar by scheduling appointments, meetings, and telephone conferences. Direct calls and request
- Serve as the primary Academic Affairs liaison for adjunct faculty. Oversee adjunct hiring process, including communication to assess their qualifications in conjunction with Assistant Dean for Academic Affairs, and maintain accurate and up to date records about teaching assignments so teaching agreements and payments happen in a timely and accurate way. Maintain adjunct database. Maintain files for syllabi for online and on-ground programs. (30%)
- Serve as office manager for Academic Affairs, Student Services and Field Education. Coordinate, supervise and ensure the successful completion of activities that provide support to faculty. Ensure database input and mailings are completed in a timely and accurate way. Monitor the production of course syllabi to ensure they meet school standards. Coordinate and ensure the successful execution of the teaching evaluation process. (10%)
- Process complex and highly confidential information. Input information into the Faculty Information System, when needed. (10%)
Coordinate special projects and events for the associate dean, including receptions, meetings, adjunct faculty functions and related community events. Provide support for committees chaired by associate dean by arranging meetings and maintaining necessary correspondence with attendees, taking minutes and editing and distributing them. Relay information on sensitive matters to constituents, external or within Case Western Reserve University. Serve as the associate dean's liaison to full-time and adjunct faculty, staff and students on issues including academic matters, faculty workload agreements, adjunct contracts, scheduling, and course materials. Assist school faculty as requested by associate dean. (10%)
NONESSENTIAL FUNCTIONS
- May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. Provide supporting details. (<1%)
Perform other duties as assigned. (<1%)
CONTACTS
Department: Continuous contact with staff, faculty and adjuncts in the school.
University: Regular contact with other university departments on an as needed basis.
External: Infrequent contact with social work-related organizations and agencies, travel and accommodation vendors and others on an as needed basis.
Students: Continuous contact with Mandel School students.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. Supervise the work of office staff in day-to-day activities.
QUALIFICATIONS
Experience: Minimum of 6 years of related secretarial experience required. Business and/or administrative experience in a university setting preferred
Education/Licensing: High school education required. Undergraduate degree preferred.
REQUIRED SKILLS
Excellent communication skills: clear verbal communication, strong writing ability for a variety of audiences. Ability to process detailed and confidential information; produce concise, accurate reports.
Excellent interpersonal skills needed to maintain good professional