Department Assistant 3

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 $19.41 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 admissions assistant provides comprehensive administrative support to the Office of Admissions. This position will be responsible for the overall operational activities of the office and is integrally involved with complex situations on a regular basis. This position requires a high degree of judgment and excellent communication (written and oral) skills to communicate with applicants and prospective applicants over the phone and through email.

ESSENTIAL FUNCTIONS

• Assists the Director of Admissions and Assistant Director of Admissions in initial processing of 3000 pre-doctoral applicants for review. Perform various duties of an administrative/clerical nature requiring accuracy including verifying the receipt of confidential documents including academic transcripts, standardized exam scores, letters of evaluation, application fees and background checks. Maintain confidential records in accordance with university policies and privacy regulations. Proofreads and edits correspondence, reports, and records related to application process and review. Runs reports and exports through WebAdmit and formats Excel spreadsheet for the admissions committee to review. (40%)
• Has overall responsibility for the smooth functioning of the department by providing accurate and timely phone and email support to inquiries regarding application statuses and the dental program in general. Reply to requests for information, schedule counseling sessions, and relay messages to admissions directors. Research changes to the application process and changes within the school. (30%)
• Plan, schedule, and coordinate in-person visit days and open houses. Prepare name badges, order catering and must be available to assist with the logistics of these events. (8%)
• Facilitate communications with others in the university relative to department work including but not limited to Student Services department to assist with orientation activities and the white coat ceremony. (8%)

NONESSENTIAL FUNCITONS

• Organize, plan, and coordinate department meetings, including preparing agendas, supporting meeting logistics, attending in¿person or Zoom admissions committee meetings, and recording meeting minutes. (5%)
• May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports this includes preparing and assisting in event budgets and reconcile monthly expense statements. Process all Pcard and Dcard transactions and purchase requisition forms for department. Prepare travel arrangements and itineraries, travel expense statements and disbursement. (5%)
• Performs miscellaneous duties, including special assignments in other departments, as assigned by the Director of Admissions. May assist in training junior level clerical hires on daily tasks and policies. (3%)
• Performs other duties as assigned. (1%)

CONTACTS

Department: Frequent contact with Associate Dean of Admissions and Director of Admissions. Moderate contact with Faculty serving as members of the Admissions Committee and Scholarship Committee. Moderate contact with Finance & Operations and the Office of Alumni & Development.

University: Regular contact with the Office of Student Services and Dental Clinic.

External: Frequent contact with prospective applicants, current applicants, parents or family relatives of the applicants, faculty advisors, health professions advisors, and alumni.

Students: Moderate contact with current students at the School of Dental Medicine in assisting matriculants or planning visit days.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervision of staff employees.

QUALIFICAITONS

Experience: 5 years of related secretarial experience required.

Education/Licensing: High school diploma required.

REQUIRED SKILLS

• Excellent written and oral 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 actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
• Excellent typing skills and superior knowledge of office software and computers.
• 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.
• Must possess a high level of maturity, professionalism, judgment, and discretion.
• Must be team-oriented and foster a positive work environment.
• Willingness to learn and utilize Artificial Intelligence (AI).
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Work is performed in a standard office environment, involving extended periods of sitting and frequent use of a computer and mouse for data entry and communication. Regular interaction with the general public.

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.

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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