Description

POSITION OBJECTIVE

Working under general direction of the chair, the Department Assistant 3 will provide overall administrative management and support for the Department of Political Science, the Center for Policy Studies, and related interdisciplinary programs. The department assistant will also work closely with the Director of International Studies (roughly 20% of time) and be the department administrative liaison with the College of Arts and Sciences Dean¿s Office and Case Western Reserve University¿s central administration. This position will oversee all administrative aspects (including budgetary and financial) of the department, its events and its degree programs as well as of faculty research and teaching. The department assistant will master university software systems, be a technical resource to faculty, support faculty grant applications, and utilize excellent writing and communication skills to manage the websites and social media accounts. 

ESSENTIAL FUNCTIONS

Responsible for administrative tasks that involve processing complex and highly confidential information. Manage all administrative aspects of faculty job searches, including management of hundreds of confidential files and compilation of anonymous faculty voting. Schedule, attend and take minutes at department meetings, which include discussions of candidates and issues related to faculty evaluations. Provide administrative support for faculty promotion and tenure review. Prepare and process faculty, lecturer, adjunct and postdoc appointments. Manage the administrative aspects of faculty visa applications. Create contract letters and complete confidential financial aid forms for incoming and returning graduate students and monitor and manage student awards and grants. (20%) 
Manage communications for the department and programs. Is responsible for all administration-related communication with the College of Arts and Sciences Dean¿s Office, the Registrar, Case Western Reserve University¿s central administration and other parts of the university. Maintain and produce content for the websites for the department and programs, updating information and the layout as necessary in coordination with the Director of Marketing and Communication. Handle social media communications for the department and programs. Oversee the weekly writing, production and distribution of Political Science, International Studies and Center for Policy Studies newsletters. Maintain the alumni databases in collaboration with the College of Arts and Sciences¿ Development and Alumni Relations office. Create publicity materials and distribute information for department courses, contests, events and development initiatives in coordination with the College of Arts and Sciences Director of Marketing and Communication. (20%) 
Support faculty research, teaching and programming. Assist faculty with all aspects of research, including grant writing, hiring of research assistants and provision of technical support. Give administrative help to faculty to support their teaching, including assistance with syllabi preparation, guest speakers, room issues, course action forms, Registrar matters, and enrollment problems. Help new faculty with the onboarding process (office, parking, furniture, computer etc.). Handle the computer refresh program, faculty webpages, reimbursements, research accounts and university software systems. (20%) 
Has overall responsibility for the smooth functioning and administration of the department and programs. Coordinate workflow between departments as needed. Submit the spring and fall rosters and summer course offerings using the Student Information System (SIS), the annual bulletin updates, course changes and additions. Balance and monitor the department¿s, programs¿ and individual faculty¿s accounts and provide regular internal accounting reports. keep faculty apprised of relevant administrative developments. Assist the department chair and program directors with the preparation of budgets, reconcile monthly expense statements, budget analysis/forecasting, and annual accreditation program evaluations. Process purchase requisitions, travel reimbursement and payment requests and salary advances. Authorize routine department expenditures. Submit journal entries and cash deposits through PeopleSoft. Organize and assist at events, including senior project presentations and talks by guest speakers. Oversee the administrative aspects of the undergraduate and graduate programs, including senior project and MA thesis forms. Handle planning, logistics, reimbursements, honoraria, advertising and other aspects of events that involve visitors. (30%)
 

NONESSENTIAL FUNCTIONS

Manage the Mather House photocopier(s) and the departmental photocopying accounts. Monitor and schedule repairs for each department¿s/program¿s equipment. Oversee key assignments for faculty and graduate students, including follow-up and maintenance of appropriate records. (5%)
Perform other duties as assigned. (5%)
 

CONTACTS

Department: Daily or regular contact with the department chair, the director of International Studies and other faculty to communicate about administrative matters and exchange information. Regular contact with the College of Arts and Sciences Dean¿s Office and other departments. 

University: Contact with the central administration and other Case Western Reserve University units on an as-needed basis.

External: Occasional contact with visitors, job candidates, alums and vendors to exchange information and communicate about events.

Students: Continuous contact with students to exchange information. 

SUPERVISORY RESPONSIBILITY

Direct supervision of student employees, contingent on budget.

QUALIFICATIONS

Experience: 5 or more years of related administrative experience required; experience in university environment preferred.

Education: High school education required. Associate¿s degree or Bachelor¿s degree strongly preferred.

REQUIRED SKILLS

Excellent communication and interpersonal skills. Ability to create text for our websites and write effectively in emails and other communications. Must be comfortable interacting in person, by phone and remotely with faculty, colleagues, students, alums, visitors and others. 
Strong organizational skills. Ability to oversee multiple tasks at the same time and to ensure that the department meets regular administrative deadlines. 
Ability to work independently. 
Ability to maintain budgets and either experience in or capacity to learn and operate university personnel, financial and other software systems. Ability to interpret complex financial reports. 
Ability and willingness to adapt and learn. 
Ability to handle and process highly confidential material.
Extensive computer experience and competency, including expertise with word processing software, including Microsoft Office and Google Suites and general database management, web page building and maintenance, presentation software, spreadsheets, and Box. Proficient with email, database management and downloading data from internet websites required.
Demonstrated history of successful support, education and advocacy for all students, aligned with the values, mission and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to interact with colleagues, supervisors, and customers face to face.
Ability to meet consistent attendance.
 

WORKING CONDITIONS

General office environment. The employee may perform repetitive motion using computer mouse and keyboard to type. This position is eligible for hybrid work arrangement.

Requirements

QUALIFICATIONS

Experience: 5 or more years of related administrative experience required; experience in university environment preferred.

Education: High school education required. Associate¿s degree or Bachelor¿s degree strongly preferred