Department Assistant 3
Company: Case Western Reserve University
Posted on: January 23, 2023
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).
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%)
Perform other duties as assigned. (5%)
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
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.
This position has no direct supervision of staff employees. Oversee
general operations of student workers.
Experience: 5 years of related experience required; prefer previous
experience as a departmental assistant within the university.
Education: High school education required.
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.
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
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.
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 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 /firstname.lastname@example.org for
information regarding religious or medical exemptions as an
Keywords: Case Western Reserve University, Elyria , Department Assistant 3, Other , Elyria, Ohio
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