<p>Salary Grade</p> <p>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.</p> <p>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.</p> <p>Job Description</p> <p>POSITION OBJECTIVE</p> <p>Working under general direction, the Department Assistant 2 will provide administrative support for the Career Development Office's mission of helping law students launch their legal careers. All work performed by the department assistant 2 contributes to the department's goal of maximizing job placement for law students and new law graduates. The department assistant 2 serves as the department receptionist and provides clerical and administrative support to all department staff members, including the Associate Dean, Directors, and Associate Director. The department assistant 2 functions as the first personal and telephone contact for every visitor and caller to the office, receives a wide variety of clerical and data entry assignments that must be prioritized and timely completed, provides administrative support for the department's numerous programs and presentations, and plays a key role in helping department operations run smoothly. This role reports directly to the Associate Director of Career Development Programs and External Relations. Assignments may be long-term and require the individual to rely on own resources in task accomplishment.</p> <p>ESSENTIAL FUNCTIONS</p> <ul> <li>Maintain a variety of custom databases for department records and statistical reports. Maintain and update spreadsheets to keep track of student attendance at department events, submission of documents, summer fellowship funding, employment and career outcomes, and other information needed by the department. Regularly gather contact information updates from employers and maintain employer database records. (15%) </li><li>Oversee general procedures and operations of the office. Facilitate planning, coordination, and implementation of educational programs and workshops. Handle presentation and workshop logistics, including invitations to potential presenters, room reservations, food orders, technology and audio-visual requests, event setup, parking validations, assembly of gift bags for presenters, and other tasks needed to schedule presentations and make them run smoothly. (15%) </li><li>Initiate and follow-up on routine correspondence. Coordinate and handle the logistics of job recruitment programs, including on-campus interview programs, mock interview programs, career fairs, employer outreach campaigns, and other recruitment programs. Schedule and reserve on- and off-campus venues, order food and supplies, communicate with participants and vendors via telephone and email, maintain electronic databases and spreadsheets, enter data into recruiting software, update employer records, create employer materials, handle event setup, answer employers¿ and students¿ questions, provide support for employers during campus visits, and handle other tasks to make the events successful for both employers and students. Electronically compile student and alumni resumes for employers who register for the resume collection program; send resumes to employers on a timely basis; communicate with employers via telephone and email. (15%) </li><li>Promptly respond to employer communications regarding their hiring needs. Regularly correspond by email with legal employers, including attorneys, law firms, courts, company legal departments, government agencies, nonprofit organizations, and others. Quickly process and electronically post job listings received by the department, including independently identifying and extracting relevant information from job listing materials received, verifying information with employers by telephone and email, and performing data entry. Update postings when requested by employers. Receive and review extensive lists of job postings to extract and post relevant openings. Proactively search for, identify, and enter postings for employment opportunities suitable for law students and new law graduates and maintain a robust, up-to-date database of job opportunities. (15%) </li><li>Create slides, flyers, newsletter announcements, and other promotional materials using publishing software. Send email reminders to students and others of upcoming career development programs, events, and panel presentations. (10%) </li><li>Maintain accounting/bookkeeping records for department and perform light data analysis. Process vendor invoices and payments, prepare staff reimbursement requests, and process student and alumni funding requests. (10%) </li><li>Facilitate dealing with others in the university relative to department work. Greet all visitors to the office, including students, alumni, employers, attorneys, vendors, faculty, staff, and others. Open and process all incoming mail on a daily basis. Answer telephones and respond to routine information requests regarding office procedures, interview scheduling, job listings, and resources. Handle student and alumni reciprocity requests. Direct non-routine inquiries to other office personnel. (10%) </li><li>Handle day-to-day office activities, including ordering supplies. Organize shared electronic drives and folders; maintain and build database of frequently used email templates. Oversee maintenance of printer/copier; provide assistance to printer/copier users; report computer and printer/copier problems directly to the technology department. Organize and maintain the career development resource library. (10%) </li></ul> <p>NONESSENTIAL FUNCITONS</p> <p>Perform additional special program support, other duties or assignments as directed by the associate director of programs and external relations. (<1%)</p> <p>CONTACTS</p> <p>Department: Daily contact with departmental staff to maintain workflow.</p> <p>University: Regular contact with faculty and various university offices and central support department staff to exchange information.</p> <p>External: Frequent contact with employers, alumni, attorneys, outside organizations, and government officials to exchange information.</p> <p>Students: Daily contact with students to exchange information.</p> <p>SUPERVISORY RESPONSIBILITIES</p> <p>This position has no direct supervision of staff employees. May direct the work of students or temporary employees.</p> <p>QUALIFICATIONS</p> <p>Experience: 3 to 5 years of experience handling administrative tasks in a professional office.</p> <p>Education: High school education required; prefer Bachelor's degree.</p> <p>REQUIRED SKILLS</p> <ul> <li>Ability to deal effectively and tactfully with constituents inside and outside the law school, including students, alumni, faculty, staff, administration, employers, and vendors. </li><li>Excellent verbal communication, interpersonal, and telephone skills. Strong ability to interact in a professional manner face-to-face with internal and external constituents. </li><li>Excellent writing skills. </li><li>Attention to detail and accuracy in all communications with internal and external constituents. </li><li>Ability to receive multiple and handle multiple tasks with minimal supervision. </li><li>Ability to juggle competing priorities of staff members. </li><li>Organized method to keep track of and timely meet deadlines. </li><li>Self-starter who takes initiative in prioritizing and pursuing big and small goals. </li><li>Ability to receive constructive feedback in a positive manner and apply it to improve performance. </li><li>Discretion in handling confidential information. </li><li>Ability to process funding requests and payments. </li><li>Computer skills, including proficiency using Microsoft Word, Excel, and Power Point; the Google suite; and Adobe Acrobat. Ability to learn and become proficient in using software platforms and programs, including Symplicity, Flo Recruit, and others, as required to carry out job duties. </li><li>Understanding of technical legal terminology. </li><li>Understanding and appreciation of the legal job market and the dynamics of a successful legal job search. </li><li>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. </li><li>Ability to meet consistent attendance. </li><li>Ability to interact with colleagues, supervisors, and customers face to face. </li></ul> <p>WORKING CONDITIONS</p> <p>Office setting with frequent interaction with faculty, staff, and students. This position is not eligible for the staff hybrid work program.</p> <p>EEO Statement</p> <p>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.</p> <p>Reasonable Accommodations</p> <p>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.</p> <p>.</p>