Case Western Reserve University · 1 day ago
Department Assistant 3
Cleveland, OH
Full-time
Onsite
Senior Level
$19.41/hr - $19.41/hr
5+ years expCase Western Reserve University is committed to providing excellent educational support and is seeking a Department Assistant 3 to support the PhD in Nursing Program. The role involves providing administrative support to the PhD Program Director, maintaining efficient operations of the PhD program office, and facilitating communication among students, faculty, and staff.
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Responsibilities
Perform various duties of an administrative nature requiring accuracy. Provide academic support for the PhD program and has overall responsibility for the smooth functioning of the PhD program. Maintain templates for syllabi related to courses in the PhD program; maintain database of syllabi; organize and analyze faculty course evaluations each semester; analyze and report results of student scores; and provide support for program-specific syllabus and exam development. Maintain confidential records including relevant student forms and records of student academic status. Track student compliance with academic requirements and progress through the program. Process student petitions, student statistics, and contact information. Maintain on-line database of information on PhD students for use in creating management reports, completing surveys and providing accurate data. Track the academic progress and records of PhD students receiving fellowships, traineeships, etc. Track PhD students¿ awards, presentations and publications; maintain an accurate database containing this information. Maintain records of PhD Committees, candidacy, proposal defense and dissertation approvals; communicate the scheduling and completion of these milestones through email / media. Coordinate PhD dissertation process from preparation to completion including submission of PhD dissertation to the School of Graduate Studies and monitoring compliance with university deadlines. Coordinate bi-annual new PhD student orientation. Organizing and managing the annual PhD Fall Gathering. Coordinate new advisor orientation in collaboration with the Program Director. Assist PhD students in finding funding sources for scholarships or other financial support needed (i.e., travel related to research presentations, attendance at research conferences, etc.). In addition to the regular duties, the assistant will be responsible for more complex or difficult matters such as assisting in the preparation of PhD student satisfaction surveys and facilitating collection of this information as needed for the five-year review. Other activities include drafting the annual reports for the PhD program, including annual reports to funding agencies for training grants, and assisting in the preparation of training grant proposals, including fellowships and pre-doctoral traineeships. (35%)
Provide administrative support to the PhD program director and PhD program faculty. Maintain PhD program director¿s calendar and appointments. Coordinate travel arrangements, process travel reimbursements and maintain records of travel expenses and reimbursements, as requested. Facilitate communication between the program and appropriate offices in the university. Serve as administrative assistant to the PhD Council, coordinate agenda, meetings and enrollment reports. Provide PhD program faculty committee support: arrange monthly meetings, including space and refreshments as needed; transcribe and distribute minutes; communicate information regarding upcoming meetings including appropriate agenda; and send notification of committee decisions to those responsible for implementation of decisions. Coordinate workflow between programs and departments within the School of Nursing as needed. Assist with review and update of academic aspects of the website in collaboration with University Marketing and Communications. (25%)
Coordinate communication with PhD students, faculty, staff and administration. Implement academic policies set forth by the School of Graduate Studies. Respond to inquiries from Graduate Studies in collaboration with the Program Director. Maintain Graduate Studies forms on the School of Nursing website so that they are current. Maintain relevant program records: communications, memos and statistics; program committee minutes; program evaluation information; budget records; current and past course syllabi; correspondence with students; and grant funding agencies. Provide administrative support to the PhD Student Nurses Association. Notify students and faculty of upcoming events and meetings. Maintain office supplies inventory; order supplies as needed to meet program requirements. Maintain and analyze accounting/bookkeeping records for department; prepare all invoices and reimbursement related to the programs for processing. May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. (20%)
In collaboration with the Office of Student Recruitment & Enrollment facilitates all stages of student recruitment. Coordinate and organize student recruitment materials and visits to campus. Attend and assist with planning and preparation of PhD student recruitment events, including luncheons and information sessions. Collaborate with the offices of student recruitment and enrollment and student services to maintain updated program information. Coordinate the admissions process, including scheduling of interviews with faculty and voting by PhD admissions committee. Provide administrative support for the chair of the PhD admissions committee. (20%)
Qualification
Required
5 or more years of related experience in an office environment with various groups of students or others required
High school education required
Excellent verbal communication skills
Ability to work with and protect highly confidential information
Ability to work with various groups of people including students, faculty, alumni and administration, including international students
Ability to prioritize work
High level of independence and autonomy
Must be well organized
Ability to maintain a strong customer focus
Must be professional in demeanor, dress and communication
Must be able to work under pressure at times and exhibit calmness in stressful conditions
Ability to handle multi-tasking
Proficiency in typing with speed and accuracy
Computer literate with experience in word processing (MS Word), spreadsheet preparation (Excel), database use (Access), graphic skills (MS PowerPoint), scanning, scheduling software, Internet searches and e-mail
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
Willingness to learn and utilize Artificial Intelligence (AI)
Preferred
Business experience or equivalent environment preferred
Bachelor's degree preferred
Shorthand and medical/scientific terminology a plus
Benefits
Excellent healthcare
Retirement plans
Tuition assistance
Paid time off
Winter recess
Company
Case Western Reserve University
Case Western Reserve University is among the nation's leading research institutions.
5001-10000 employees
H1B Sponsorship
Case Western Reserve University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (101)
2024 (103)
2023 (114)
2022 (123)
2021 (86)
2020 (134)
Funding
Current Stage
Late StageTotal Funding
$1.17M2015-10-12Grant· $1.17M
Leadership Team
Caden Kacmarynski
Co-Founder and President - Case Quantum Computing
Christine Kush
Associate Dean, Corporate Partnerships and Executive Education
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