Job ID12256LocationCase Main CampusFull/Part TimeFull-TimeRegular/TemporaryRegularJob DescriptionPOSITION OBJECTIVEWorking under general direction, the Department Assistant 2 will perform a variety of clerical, project and programming duties for the School of Graduate Studies (SGS) including admissions, academic affairs, and departmental affairs, in addition to the Office of Postdoctoral Affairs, the Professional Development Center and the Spoken English Language Program. Provide clerical and project support for the vice provost and dean, associate provost and Senior Associate Dean of Graduate Studies. Serve as the front desk coordinator and facilitate interactions with prospective and current students, staff, and faculty. Assist in problem resolution and providing accurate information and referrals. Assignments may be long term and require the individual to rely on own resources in task accomplishment.ESSENTIAL FUNCTIONSFacilitate interactions with others in the university relative to department work. Provide front desk coverage to greet students, faculty, and staff; answer phone calls on main office line; screen all in person and incoming phone calls for appropriate referral; monitor and respond to numerous School of Graduate Studies email accounts. Process and distribute all incoming and outgoing mail. Answer inquiries regarding registration, commencement procedures, ceremonies, degree progress, and degree completion using the Student Information System (SIS) and other appropriate information and resources. (25%)In conjunction with the Communication Manager, plan and implement major department events including department training, the Graduate Award Ceremony, Commencement and events from the Professional Development Center and Spoken English Program. (25%)Maintain confidential records for the vice provost, associate provost and senior associate dean for projects including doctoral program reviews, dean performance reviews, academic integrity issues and other confidential tasks assigned by the vice provost, associate provost and senior associate dean. (10%)Assist the 13 standing committee chairs, many ad hoc and subcommittee chairs with creating schedules, and reserving rooms. Attend meetings as requested to take minutes, assist with attendance and other administrative duties to prepare for meetings. Assist with Emeriti gatherings, regular meetings and Zoom meetings. (10%)Coordinate the monthly Academic Affairs Council meetings. Work with the associate provost by scheduling meetings, producing agendas, meeting minutes, information packets and other documentation to be distributed. Responsible for taking minutes at the meeting and managing the PowerPoint presentations of the presenters. (8%)Manage all aspects of correspondence for the vice provost and dean, associate provost and senior associate dean relating to correspondence, reports and records going to and from the Ohio Department of Education (ODHE) and the Chancellors Council for Graduate Education (CCGS) on all new programs and changes to programs. Coordinate the engagement of Case Western Reserve University faculty, based on discipline and expertise, to review proposals from other universities. (8%)Maintain the Canvas site for the monthly Faculty Senate Committee for Graduate Studies meetings. Work with the chair of the Grad Studies Committee to schedule meetings, post agendas, supporting documents of issues on the docket and minutes. Responsible for taking minutes at the meetings. (6%)NONESSENTIAL FUNCTIONSMaintain office supply inventory. Order supplies as needed. Prepare travel expense reports for reimbursement and other department reimbursements. In conjunction with the communications manager, process reimbursement for the Verhosek Fund, Graduate Student Travel Awards and Academic awards for the Graduate Awards Ceremony. (5%)Maintain sche