Department Assistant 3

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

The Department Assistant 3 is a vital member of the department¿s staff, providing support to all staff members and faculty. This role is responsible for supplying faculty, staff, and students with the necessary information and resources for the efficient day-to-day operation of the department. Additionally, this position is responsible for creating and maintaining department confidential databases of student, faculty, and alumni information. The department assistant oversees all marketing and communications to promote department programming, student applicant materials, and events, including creating print and digital content (e.g. fliers, website, social media). Additional responsibilities include providing grants administration support for both external and internal funding applications. Due to handling sensitive materials (e.g. test scores, letters of recommendation, admissions materials, exams, salary information and external grants budgets, and other personal information) discretion and confidentiality are essential.

ESSENTIAL FUNCTIONS

• Oversee daily office operations, including answering phone and email inquiries, performing clerical duties, and coordinating service requests (e.g., computer, facilities, phone, custodial, e-waste, shredding). Handle mail and package distribution and processing, greet visitors, and assist with copying, faxing, and scanning. Maintain the department¿s physical space, update posted information and ensure orderliness. Schedule university movers and create signage. (25%)
• Oversee marketing and communications strategy to promote the department¿s undergraduate and graduate programs, events, and accomplishments. This includes creating print and digital content for events, open house recruitment, etc. and distributing materials for faculty use. Manage the department¿s website, social media platforms, and Canvas site, ensuring compliance with branding and university standards in cooperation with the University Marketing and Communication Office. Use data to evaluate and improve marketing and communication strategies to increase user engagement and student applicants. (25%)
• Assist business manager with research administration pre-award grant functions; this includes collaborating with faculty to ensure all application requirements are fulfilled, assisting with proposal budget preparation, and working in SPARTA to meet university proposal requirements. (15%)
• Process confidential information and maintain department databases for all programs, including major / minor declarations, alumni directory, adjunct / secondary faculty directory, course syllabi, and instructor office hours. Proofread and edit correspondence, reports, records, as needed. (10%)
• Assist the chair with the schedule of classes, entering course data in SIS, including course topics and additional course sections. (10%)

NONESSENTIAL FUNCTIONS

CONTACTS

Department : Frequent contact with Business Manager, department faculty, and other department staff members to exchange information.

University : Occasional contact with College of Arts and Sciences Research Administration and Marketing and Communications, School of Graduate Studies, Office of Undergraduate Studies, Facilities, Utech, Custodial Services, Telephone Services, University Movers, Cashier¿s Office, Access Services, and the Key Shop, to exchange information.

External : Occasional contact with vendors, alumni, visitors to exchange information.

Students : Occasional contact with Department of Psychological Sciences graduate and undergraduate students to exchange information.

SUPERVISORY RESPONSIBILITIES

Oversee the work of undergraduate interns and temporary workers.

QUALIFICATIONS

Experience : 5 years of related experience required. Experience with professional communications (creating promotional materials, social media platforms) and database management. Experience providing support for pre-award grants preparation is strongly preferred.

Education : High school education required.

REQUIRED SKILLS

WORKING CONDITIONS

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

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.