Job Information
Case Western Reserve University Department Assistant 3 in Cleveland, Ohio
POSITION OBJECTIVE
Working under general direction, the Department Assistant 3 will have overall responsibility for the smooth functioning of the Case Western Reserve University Office of Student Conduct and Community Standards (OSCCS). Responsibilities include facilitating communications, assisting students and resolving complex issues with little direction. This position will work collaboratively with other members of the office to create an environment that is professional, welcoming, confidential and responsive to the needs of students, faculty, staff, alumni and visitors. The department assistant will be responsible for financial and budgeting processes, communication and marketing efforts, programming logistics and overall office management.
ESSENTIAL FUNCTIONS
- Has overall responsibility for the smooth functioning of the Office of Student Conduct and Community Standards (OSCCS). Manage office priorities, including identifying office needs and responding as appropriate. Consistently maintain a professional, helpful and calm demeanor when communicating with students, parents, faculty, staff and the public. (30%)
- Maintain a large volume of confidential records, both paper and electronic. (15%)
- Schedule student appointments and disciplinary hearings. (14%)
- Authorize routine department expenditures, including office supplies, and anticipate the administrative needs of the office. Maintain and reconcile department credit card and organize documents for audits. Process purchase orders, reimbursements and any other financial transaction for the office and departmental staff. Prepare or assist in preparing budgets (forecasting). Reconcile monthly expense statements. (9%)
- Prepare presentation and meeting materials with minimal direction. Organize logistics for meetings. (6%)
- Gather pertinent student data from appropriate offices within Student Affairs and other university offices for annual reporting. (6%)
- Coordinate travel and arrangements for departmental staff to attend conferences and other professional development events. (6%)
Work with other Student Conduct and Community Standards staff to process requests for references, as well as recommendations for employers, graduate/professional schools, and government agencies, including the FBI and CIA. (6%)
NONESSENTIAL FUNCTIONS
1. Keep up to date with university policies and procedures relating to fiscal controls and operations, including budgets, purchasing, travel, etc. (2%)
2. Assist staff members in the office as needed. (2%)
3. Anticipate, develop, and coordinate a variety of projects to ensure timely and successful completion of assigned job duties. (2%)
4. Perform other duties as assigned. (2%)
CONTACTS
Department: Daily contact with director and two assistant directors of Student Conduct, working together to maintain an effective and efficient functioning office. Frequent contact with the Office of Title IX to assist with administrative tasks and scheduling. Regular contact with members of the University Conduct Board and Academic Integrity Board to schedule hearings and provide support.
University: Frequent contact with Office of Student Affairs, Business Operations, Office of Residence Life to schedule meetings, resolve financial issues, and provide sensitive information. Regular contact with staff and faculty from other university departments to schedule meetings and provide information. Regular contact with the Office of Undergraduate Studies to share sensitive information and resolve issues related to student academic integrity.
External: Regular contact with parents to answer general questions and schedule meetings. Regular contact with vendors to coordinate services. Occasional contact with alumni to provide information related to sens