Department Assistant

POSITION OBJECTIVE

Working under general direction, provide administrative support to department. Gather and dispense necessary, accurate information informing the department and the larger community through department newsletter, e‑news, email, calendar, flyers; maintain department website to present a clear picture of the department's goals. Establishing great relationships with vendors and excellent communication with members of Case Western Reserve University and guest speakers. Assignments may be long term and require the individual to rely on own resources in task accomplishment.

• Oversee general operation and office procedures. Initiate and follow up on routine correspondence, facilitate all colloquium events and some major/minor events which involves room reservations, hotel reservations, menu creation, correspondence with speakers, requests for audio visual assistance, posting on Campus Groups; oversee English prize submissions and correspond with undergrad studies and financial aid about the scholarship winners. (20%)
• Process all graduate application records on Slate; receive and file major/minor declarations, and later request major and creative writing portfolio requirements and notify undergraduate studies when they are met. (14%)
• Process confidential information. Maintain department records in Box for majors and minors, graduate applications, graduate student records, and regular faculty hiring/promotion materials. Maintain department group email lists. (11%)
• Prepare newsletter for alumni and friends in coordination with University Marketing and Communications and the college's Development and External Relations team. Create and email events, monthly newsletters and other information to members of the department. (10%)
• Gather course descriptions for ENGL courses each semester to post class specific information on SIS; first editor of the general bulletin. Analyze SIS data for future course offerings. (8%)
• Maintain, edit the department website and consult with college webmaster. (7%)

• Email supplier form, honorarium form, and statement of travel form to all colloquium speakers and visitors. Email receipts, reimbursement forms, flyers, and honorarium form to department assistant 4 for processing. (5%)
• Make purchases for regular faculty members using Pcard, order food for some events using Dcard. Allocate credit card expenses appropriately and upload receipts at the end of the month. (5%)
• Communicate with the Office of Graduate Studies regarding major/minor declarations. Communicate with Financial Aid regarding English prizes. Communicate with Facilities regarding maintenance issues. (5%)
• Maintain social media presence on Facebook and Twitter;
  Update email lists of graduates and friends of English. Create flyers. Create HTML notices for email using Mailchimp. (5%)
• Order office supplies, handle telephone services, copy machine maintenance, distribute mail and manage department mailboxes. (5%)
• Perform other duties as assigned. (5%)

• Department:
  Frequent contact with departmental faculty and staff to maintain workflow.
• University:
  Moderate contact with other departments on an as needed basis to exchange information.
• External:
  Occasional contact with travel and accommodation vendors to exchange information.
• Students:
  Moderate contact with students to exchange information.

This position has no direct supervision of staff employees. May direct the work of students or temporary employees.

Experience:

3 to 5 years of related secretarial experience required.

Education:

High school education required.

• 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 at an appropriate time. Communicating effectively in writing as appropriate for the needs of the audience.
• Ability to actively learn, understanding the implications of new information for both current and future problem-solving and decision-making.
• Ability to operate a computer and copy and…