Department Assistant 2

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under general direction, the Department Assistant 2 provides administrative, scheduling, and logistical support for the School of Graduate Studies. This position supports the execution of graduate academic, professional development, and governance activities by coordinating meetings, events, and administrative workflows. This position focuses on operational execution and customer service; assignments may be long term and require the department assistant to rely on their own resources in task accomplishment.

ESSENTIAL FUNCTIONS

• Coordinate scheduling and logistics for graduate studies events, workshops, meetings, and programs. Responsibilities include room reservations, AV coordination, catering requests, parking arrangements, registration setup, and day-of-event support. (30%)
• Provide administrative support for faculty committees and graduate studies meetings, including scheduling, agenda preparation, distribution of materials, tracking action items, and maintaining meeting records. (20%)
• Oversee general operations and office procedures. Manage calendars, monitor shared inboxes, answer phones, route inquiries, and maintain organized records and documentation. (15%)
• Maintain general bookkeeping records for the department. Prepare and submit purchase requests, reimbursements, travel documentation and data analysis in coordination with the Director of Operations and Finance. (15%)
• Initiate and follow up on routine correspondence. Maintain program calendars, event postings, and logistical information on websites and internal systems. Perform data entry, attendance tracking, and reporting as directed. (10%)

NONESSENTIAL FUNCTIONS

• Assist with short term administrative projects or peak-period support as needed. (5%)
• Perform other duties as assigned. (5%)

CONTACTS

Department: Regular contact with the director of operations and finance, faculty associate dean, managers, and directors to support workflows.

University: Moderate contact with other university departments including facilities, finance, and human resources to coordinate logistics and administrative processes.

External: Occasional contact with vendors and service providers related to events and logistics.

Students: Moderate contact with graduate students regarding scheduling, events, and administrative inquiries.

SUPERVISORY RESPONSIBILITY

This position has no direct supervisory responsibility; may direct the work of student employees or temporary staff as assigned.

QUALIFICATIONS

Experience: 3 to 5 years of related administrative or clerical experience required.

Education: High school education required.

REQUIRED SKILLS

• Strong organizational and time management skills
• Attention to detail and accuracy
• Customer service and interpersonal communication skills
• Ability to manage multiple tasks and deadlines
• Proficiency with Microsoft Office applications
• Ability to follow established procedures and guidelines
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Ability to demonstrate 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.

WORKING CONDITIONS

Typical office environment. Work involves extended periods of computer use and may include occasional evening hours to support events.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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