Department Assistant 2 Law (Job 10737)
POSITION OBJECTIVE
Working under general direction, the faculty support department assistant will provide administrative support for faculty members and assist the faculty support manager with various duties that support the department's efficiency. The tasks will require high precision, accuracy, confidentiality, and the ability to perform various clerical duties. The department assistant exercise extraordinary care in maintaining absolute confidentiality and trust in handling student grades, confidential memoranda, and faculty interaction.
ESSENTIAL FUNCTIONS
- Initiate and follow up on routine correspondence from Law faculty. Assist faculty with various course and manuscript preparation, proofreading, editing, photocopying, and scanning materials. Perform various clerical duties and typing assignments requiring speed and accuracy. Create and update Canvas course sites. Substantial typing of class materials, correspondence, manuscripts, etc., for faculty professors. Source material may originate in rough drafts, handwritten copies, or other formats. Obtain copyright permissions as needed. (20%)
- Assist in preparig class materials: syllabi and course enrollment. Assemble and distribute classroom material, including preparing copies of exams. Order desk copies, book orders, and other requests as needed. Create and maintain attendance sheets and seating charts by hand or computer programs. Compile data in various formats, including excel spreadsheets. Sort data based on program requirements and utilize program selection criteria to analyze data and rank order outcomes which requires the individual to rely on own resources in completing these tasks (20%)
- Process confidential information by preparing exams for submission to the Academic Services/Registrar's office. Proctor exams, verify delivery of all exams to professors, grade objective sections, enter grading results to the student information system (SIS), and prepare final lists of grades for Academic Services/Registrar using specific computer programs designed for such purpose. Serve as a communication liaison between students and faculty. (20%)
- Track expenditures for programs that have a budget and notify the appropriate faculty person of any overages/discrepancies. Process judicial clerkship letters. Make appointments and travel arrangements for professors, visiting faculty, and others as required. Prepare travel expense forms for reimbursement. Assist with department and program events. (20%)
- Schedule and reserve rooms for Law School classes, meetings, and appointments, including requests for audio-visual equipment. Provide backup support to other Law School programs as assigned. Submit requests for supplies and office equipment. Serve as department liaison for facilities requests. Evening work hours may be required to facilitate afternoon exams. (10%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (5%)
CONTACTS
Department: Daily contact with law school administration, faculty, staff, and students.
University: Daily contact with students, faculty, and staff.
External: Weekly contact with non-university faculty, attorneys, and visiting lecturers. Occasional contact with foreign visitors, in addition to vendors. Contact with government officials, e.g., foreign ambassadors and Cabinet members.
Students: Daily contact with students.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. May direct the work of students or temporary employees.
QUALIFICATIONS
Experience: 3 to 5 years of related administrative/clerical experience required.
Education/Licensing: High school education required.
REQUIRED SKILLS
- Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
- Ability to interact with colleagues, supervisors and customers face to face.
- Technical competence with software programs such as Microsoft Office, Excel, Access and PowerPoint, database applications, and internet navigation. Ability and willingness to learn and apply software programs and applications as needed. Specific experience in software features such as Adobe, footnote creation, and footnote positioning is required.
- Excellent customer service skills; ability to maintain effective working relationships and address customers' potential and current needs.
- Ability to work effectively independently and collaboratively within a team.
- Ability to meet consistent attendance.
- Ability to problem-solve effectively. Must demonstrate good judgment and logical decision-making.
- Ability to conform to shifting priorities, demands and timelines. Must be flexible in responding to project adjustments and alterations promptly and efficiently. Must be able to adapt to varying workloads and respond appropriately to stressful situations.
WORKING CONDITIONS
Typical office environment with frequent interruptions. The employee will perform repetitive motions using a computer mouse and keyboard to type.
Diversity Statement
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.
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Reasonable Accommodations
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-by-case basis.
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COVID Vaccination
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 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.
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