Law Student Services Department Assistant 4

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 $22.13 per hour.

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.

POSITION OBJECTIVE

Working under general direction and reporting to the Associate Dean of Law Student Services, manage the daily administrative operations of the Student Services Office and provide administrative support to the Associate Dean of Diversity and Inclusion. This role includes but is not limited to efficient coordination of student-related activities, financial matters for all student organizations and events, and contributing to the school's well-being, and diversity and inclusion goals.

ESSENTIAL FUNCTIONS

• Relay information on sensitive student matters to constituents, external or within the university. Administer all aspects of the Student Services Office including appointments, telephone contacts, correspondence, etc. Maintain the Student Services Office calendar by scheduling appointments, meetings and telephone conferences. Direct calls and requests to appropriate persons to alleviate Associate Dean and Department Director's backlogs. Open and review all incoming mail and distribute to appropriate parties. Process and distribute official correspondence professionally and responsively. (30%)
• Manage and coordinate student services activities. Authorize routine department expenditures and assist in preparing budgets and expense statements for programming and services. Provide support and strategy to the Associate Dean and Director of Student Services to coordinate a range of high-profile programs and events. Arrange meetings and maintain necessary correspondence with attendees; take minutes. Process payments and reimbursements, maintaining accurate financial records and task lists for all student services activities. Develop and implement operational procedures that enhance efficiency, managing sensitive information with discretion, and serving as a liaison between various stakeholders to ensure the office's initiatives align with the broader goals of the law student services agenda. (30%)
• Manage and coordinate Diversity & Inclusion activities. Authorize routine department expenditures and assist in preparing budgets and expense statements for programming and services. Provide support and strategy to the Associate Dean of Diversity and Inclusion to coordinate a range of high-profile programs and events. Arrange meetings and maintain necessary correspondence with attendees; take minutes. Process payments and reimbursements, maintaining accurate financial records and task lists for all diversity & inclusion activities. Develop and implement operational procedures that enhance efficiency, managing sensitive information with discretion, and serving as a liaison between various stakeholders to ensure the office's initiatives align with the broader goals of the diversity and inclusion agenda. (15%)
• Collaboratively plan and help execute events for student organizations, ensuring they align with the department and the students' academic and social interests. Organize and plan meetings and events, including but not limited to securing a venue, procurement of food, collections, and depositing of ticketing fees and checks. Arrange meetings and maintain necessary correspondence with attendees; take minutes. Share info about student events, including involved parties and payments, with the department director, as needed. Manage student travel focusing on efficient and comprehensive logistics. Process payments and reimbursements, maintaining accurate financial records and task lists for all student-related activities. (15%)
• Process complex and highly confidential information and maintain confidential student records. Facilitate and maintain the student employment systems of the Law School. Communicate policies and procedures to student workers and their managers. Develop written documentation for student employment policies and procedures within the Law School. Collect, track, and maintain confidential student employment documentation for all student workers in the Law School and Law Library. Verify accuracy of student workers¿ time entry in HCM (Human Capital Management) module of PeopleSoft. Ensure that university established deadlines for student payroll submission are met. Process student application materials including employment forms. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. Serve as backup administrative support for other departments in the Law School as needed. Proctor student examinations. (5%)

CONTACTS

Department: Daily contact with departmental staff and faculty to maintain workflow.

University: Frequent contact with other university departments on an as needed basis to exchange highly sensitive information in a timely and responsive manner related to Law Student Services, and Law Diversity, Equity and Inclusion matters or to resolve complaints.

External: Moderate contact with travel and accommodation vendors to exchange information.

Students: Frequent contact with students to exchange highly confidential information in a timely and responsive manner related to employment, travel, and service requests for information or to resolve complaints

SUPERVISORY RESPONSIBILITIES

This position has no direct supervision of staff employees. Oversee general operations of clerical staff and student workers.

QUALIFICATIONS

Experience: 6 years of related experience required. Prefer event planning experience and higher education work experience.

Education: High school education required. Prefer Bachelor's degree.

REQUIRED SKILLS

• Demonstrated ability to organize, prioritize, and manage multiple tasks simultaneously. Strong attention to detail and initiative is crucial
• Understanding and cultural competency of diversity and inclusion principles, and experience in implementing these in an educational or corporate setting
• Professionalism and the ability to perform duties with minimum supervision as well as the ability to prioritize complex projects are essential.
• Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
• Extensive experience with relevant software and technology tools used in administrative, financial, and event management tasks.
• 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.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors and customers face to face.
• Ability to deal effectively and sensitively with confidential and difficult matters.
• Comfortable with maintaining digital records.
• Experience in Microsoft Office (Excel, Access, and Word).
• Experience with PeopleSoft (ERP Financials, HCM, and ERP reporting) is highly desirable.
• Excellent multi-tasking, initiative, and organizational aptitude.
• Ability to follow university policies and able to apply good independent judgment when necessary.
• Ability to prioritize responsibilities and meet deadlines.
• Familiarity with accounting policies and procedures.
• Ability to deal effectively and sensitively with confidential and difficult matters.
• Excellent interpersonal communication skills.
• Proven ability to manage multiple projects simultaneously with limited direct supervision.
• Spreadsheet management skills.
• Ability to use technology to perform related planning and administrative tasks.
• Extensive database and spreadsheet skills.
• Highly motivated with a strong service orientation.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type. Ability to lift up to 30 pounds.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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

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