Job Opportunities in United States
September 6, 2024
Case Western Reserve University
Cleveland
FULL TIME
Department Assistant 2
Job Description
POSITION OBJECTIVE
Working under general direction, the Department Assistant 2 will oversee general operations of the Student Services office by providing professional support to the Associate Dean of Student Affairs, the Director of Student Services and the Registrar/Financial Aid. This position will handle confidential student information, which may include grades. This position also requires contact with both internal and external organizations.
ESSENTIAL FUNCTIONS
1. Serve as clerical support for the Associate Dean of Student Affairs, the Director of Student Services and the Registrar. This includes management of calendars and confidential student information. Assist the Registrar with maintenance of internal class lists, including the student¿s proper name, preferred name and unique clinic ID number. Distribute mail, school notices, etc. Serve as one of the managers of moderated student list serves. Initiate and follow up on correspondence with external resources; draft, proofread and edit correspondence for the department as requested. Maintain spreadsheets and other office services as needed. Facilitate SIS access to the Departmental Administration Center for personal and academic student information. (20%)
2. Maintain accounting/bookkeeping records. Responsible for the department procurement card orders and monthly verification of charges. Submit monthly reports to the school¿s P-card administrator on a timely basis. Prepare requisitions, reimbursements, payment requests, E-Procurement, maintaining invoices and receipts for department charges and expenses. Prepare annual requests for payment of Student Instrument Kits with an approximate value of $1,000,000. The invoice must be reconciled against fee withholdings to approve for payment, any discrepancies must be reported to the Office of Finance Business Manager. (18%)
3. Assist the Associate Dean with maintenance, collection and distribution of all pre-clinical cassettes for D1and D2 students. This includes individual cassettes for individual students for each lab course. An annual audit of instruments will be required, current value of these instruments is $250,000. Schedule annual instrument maintenance checks with the vendor. (10%)
4. Freshmen Orientation: Assist the Director of Student Services and the Director of Admissions with various presentations and functions during the orientation events. Duties include the fitting and ordering of scrubs for incoming D1 students, responsible for assignment of lockers including the distribution of keys, locks and assignment of SIM Clinic Stations. (8%)
5. White Coat Ceremony: Organize and coordinate the Dental School White Coat Ceremony for the incoming first year class. Coordinate speaker schedules; arrange appropriate facilities for the event; provide a proper size ¿white coat¿ for each incoming student and selected faculty as needed. Schedule and supervise ushers. Coordinate facility set up for the white coat ceremony which requires several hours of physical effort. Arrange the printing, framing and distribution of the official white coat photograph to dental school archive, students and selected faculty. (8%)
6. Senior Awards: Coordinate all senior awards, distribute and tabulate ballots; secure appropriate prizes for the awardees; and coordinate with organizations providing awards. This effort requires preparation starting in January. Set up awards for presentation at the awards dinner. Request checks for school-based awards. Work with the Finance Office to acquire checks for awards that originate through Endowed Funds. Prepare list for publication in Commencement Book. (8%)
7. Student Health Records: Process confidential information, assure compliance with federal, state and local regulations concerning the maintenance of student immunization records, i.e., Hepatitis B, TB. By law, these records must be complete and on file in the Office of Student Services. This responsibility requires continual coordination with the student and University Health Service during the admissions process. (8%)
8. Senior Check-Out: Facilitate the distribution and collection of Senior Check-out. This includes collecting all locker keys and preparation of spreadsheet listing updated contact information of all graduating students to supply information to the Dean¿s Office, Alumni and Development, graduate photographer as well as Student Services as requested. (8%)
9. Assist the Commencement Coordinators/Registrar with the assembly of diplomas, confirmation that senior check-out is complete, and mailing of diplomas including those in DMD and MSD Programs. Attendance at May diploma Ceremony. Assist with the logistics of the May diploma ceremony. This includes recruitment of students assisting at the venue, lining up of graduates in proper order for Marshalls, assisting with traffic flow of audience and clean-up of venue at ceremony end. (7%)
NONESSENTIAL FUNCITONS
Manage special projects and perform other duties as assigned. (5%)
CONTACTS
Department: Continuous contact with department faculty/staff for daily student services administration.
University: Moderate contact with Student Employment Office and HEC Room Scheduling to request rooms for student functions.
External: Occasional contact with caterers for student functions; speakers/presenters for student seminars; moderate contact with organizations offering awards.
Students: Daily contact with students, acting as a liaison and referral source for other departments in the Dental School, the university and the community.
SUPERVISORY RESPONSIBILITIES
This position has no direct supervision of staff employees.
QUALIFICAITONS
Experience: 3 to 5 years of office experience required. Experience working with students/student affairs/services area preferred.
Education/Licensing: High school education required.
REQUIRED SKILLS
1. Strong interpersonal skills are essential.
2. The ability to self-manage with a compassionate and tactful manner is essential.
3. Advanced word processing skills and proficiency with database and spreadsheet programs.
4. Sensitive and attentive to detail in performing a variety of clerical duties.
5. Organizational ability to manage multiple priorities, stakeholders and deadlines involved in student services processes.
6. Ability to manage and complete tasks with minimal supervision independently and in teams as appropriate.
7. 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.
8. Ability to meet consistent attendance.
9. Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
General office environment, the employee will perform repetitive motion using computer mouse and keyboard to type. The Student Services office is a fast-paced, high-traffic area.
Working under general direction, the Department Assistant 2 will oversee general operations of the Student Services office by providing professional support to the Associate Dean of Student Affairs, the Director of Student Services and the Registrar/Financial Aid. This position will handle confidential student information, which may include grades. This position also requires contact with both internal and external organizations.
ESSENTIAL FUNCTIONS
1. Serve as clerical support for the Associate Dean of Student Affairs, the Director of Student Services and the Registrar. This includes management of calendars and confidential student information. Assist the Registrar with maintenance of internal class lists, including the student¿s proper name, preferred name and unique clinic ID number. Distribute mail, school notices, etc. Serve as one of the managers of moderated student list serves. Initiate and follow up on correspondence with external resources; draft, proofread and edit correspondence for the department as requested. Maintain spreadsheets and other office services as needed. Facilitate SIS access to the Departmental Administration Center for personal and academic student information. (20%)
2. Maintain accounting/bookkeeping records. Responsible for the department procurement card orders and monthly verification of charges. Submit monthly reports to the school¿s P-card administrator on a timely basis. Prepare requisitions, reimbursements, payment requests, E-Procurement, maintaining invoices and receipts for department charges and expenses. Prepare annual requests for payment of Student Instrument Kits with an approximate value of $1,000,000. The invoice must be reconciled against fee withholdings to approve for payment, any discrepancies must be reported to the Office of Finance Business Manager. (18%)
3. Assist the Associate Dean with maintenance, collection and distribution of all pre-clinical cassettes for D1and D2 students. This includes individual cassettes for individual students for each lab course. An annual audit of instruments will be required, current value of these instruments is $250,000. Schedule annual instrument maintenance checks with the vendor. (10%)
4. Freshmen Orientation: Assist the Director of Student Services and the Director of Admissions with various presentations and functions during the orientation events. Duties include the fitting and ordering of scrubs for incoming D1 students, responsible for assignment of lockers including the distribution of keys, locks and assignment of SIM Clinic Stations. (8%)
5. White Coat Ceremony: Organize and coordinate the Dental School White Coat Ceremony for the incoming first year class. Coordinate speaker schedules; arrange appropriate facilities for the event; provide a proper size ¿white coat¿ for each incoming student and selected faculty as needed. Schedule and supervise ushers. Coordinate facility set up for the white coat ceremony which requires several hours of physical effort. Arrange the printing, framing and distribution of the official white coat photograph to dental school archive, students and selected faculty. (8%)
6. Senior Awards: Coordinate all senior awards, distribute and tabulate ballots; secure appropriate prizes for the awardees; and coordinate with organizations providing awards. This effort requires preparation starting in January. Set up awards for presentation at the awards dinner. Request checks for school-based awards. Work with the Finance Office to acquire checks for awards that originate through Endowed Funds. Prepare list for publication in Commencement Book. (8%)
7. Student Health Records: Process confidential information, assure compliance with federal, state and local regulations concerning the maintenance of student immunization records, i.e., Hepatitis B, TB. By law, these records must be complete and on file in the Office of Student Services. This responsibility requires continual coordination with the student and University Health Service during the admissions process. (8%)
8. Senior Check-Out: Facilitate the distribution and collection of Senior Check-out. This includes collecting all locker keys and preparation of spreadsheet listing updated contact information of all graduating students to supply information to the Dean¿s Office, Alumni and Development, graduate photographer as well as Student Services as requested. (8%)
9. Assist the Commencement Coordinators/Registrar with the assembly of diplomas, confirmation that senior check-out is complete, and mailing of diplomas including those in DMD and MSD Programs. Attendance at May diploma Ceremony. Assist with the logistics of the May diploma ceremony. This includes recruitment of students assisting at the venue, lining up of graduates in proper order for Marshalls, assisting with traffic flow of audience and clean-up of venue at ceremony end. (7%)
NONESSENTIAL FUNCITONS
Manage special projects and perform other duties as assigned. (5%)
CONTACTS
Department: Continuous contact with department faculty/staff for daily student services administration.
University: Moderate contact with Student Employment Office and HEC Room Scheduling to request rooms for student functions.
External: Occasional contact with caterers for student functions; speakers/presenters for student seminars; moderate contact with organizations offering awards.
Students: Daily contact with students, acting as a liaison and referral source for other departments in the Dental School, the university and the community.
SUPERVISORY RESPONSIBILITIES
This position has no direct supervision of staff employees.
QUALIFICAITONS
Experience: 3 to 5 years of office experience required. Experience working with students/student affairs/services area preferred.
Education/Licensing: High school education required.
REQUIRED SKILLS
1. Strong interpersonal skills are essential.
2. The ability to self-manage with a compassionate and tactful manner is essential.
3. Advanced word processing skills and proficiency with database and spreadsheet programs.
4. Sensitive and attentive to detail in performing a variety of clerical duties.
5. Organizational ability to manage multiple priorities, stakeholders and deadlines involved in student services processes.
6. Ability to manage and complete tasks with minimal supervision independently and in teams as appropriate.
7. 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.
8. Ability to meet consistent attendance.
9. Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
General office environment, the employee will perform repetitive motion using computer mouse and keyboard to type. The Student Services office is a fast-paced, high-traffic area.
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.
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.
.
.
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.
.
.
We regret to inform you that this job opportunity is no longer available
Latest Job Opportunities
September 23, 2024
Fresh Dental Care PC
Dental Patient Care Coordinator - $30-$35/hour
JBER
FULL TIME
View Details
September 23, 2024
North Slope Borough, AK
Prudhoe Bay Regional Coordinator - SCC
Prudhoe Bay
FULL TIME
View DetailsSimilar Jobs
September 6, 2024
Navy Exchange Service Command
DEPARTMENT MANAGER ($50-75M)
Hagåtña
FULL TIME
View Details
September 11, 2024
Huntsville Hospital Health System
Department Assistant, Wound Center, FT
Athens
FULL TIME
View Details
September 11, 2024
USA Health
Security Officer (PRN)- Freestanding Emergency Department
Mobile
PART TIME
View Details