POSITION OBJECTIVE

Working under general direction, the Department Assistant 2 will provide ongoing assistance to several senior staff members in the Career Center and act as the public face of the office for internal and external constituencies. The department assistant will support and organize the work for the Assistant Vice President of Careers and Corporate Engagement and several assistant/associate directors, communicate on behalf of the department with other constituencies inside and outside the university, organize meetings and events on behalf of the staff, and maintain confidential records. Serving as the initial contact for undergraduates, graduates, faculty, staff, and members of the public who seek assistance and information from the career center, the department assistant will assess needs, provide information and make referrals, as well as respond to inquiries in a helpful, friendly, informed, diplomatic and customer-focused manner. Assignments may be long term and require the individual to rely on own resources in task accomplishment.

As a professional in the division of student affairs at Case Western Reserve University, this position will be expected to contribute to building a welcoming and inclusive community, focus on the well-being of others, and encourage curiosity among those we serve.

ESSENTIAL FUNCTIONS

Oversee general operations of clerical staff and office procedures. Manage online calendar for career consulting appointments, mock interviews, and videoconference room. Perform additional scheduling responsibilities for the assistant vice president of careers and corporate engagement and associate directors. Serve as main front-line contact person for the career center. Initiate and follow up on routine correspondence; manage the careers@case.edu student e-mail account, process student requests and answer questions, especially student and alumni inquiries regarding access and usage of online advising and career management platforms; answer all incoming telephone calls; screen and route calls to appropriate individuals and take RSVPs for events. Manage the career resource library: introduce students and alumni to internet-based resources, courses, and assessments; serve as the initial contact with career resource library vendors; initiate and renew contracts; collect data regarding use of online resources; and work with the Assistant Director of Student Experience for online resource content to review and recommend resources for future purchase. Collaborate with the Senior Associate Director of Career Education to compile monthly statistics and annual reports documenting student, alumni, and employer utilization of career services, including data on the online career management system and other online resources, career consulting appointments, career assessments, workshops, on-campus interviewing, experiential education programs, and special events. (35%)

Check students in as they arrive for appointments and on-campus interviews. Distribute company applications to students as requested by recruiters; notify recruiters of interview cancellations and give messages when necessary. Collect on-campus interviewing student and employer evaluation forms and maintain data. Process MBTI and Strong Interest assessments and give to the appropriate career consultant. (30%)

Maintain accounting/bookkeeping records for the department and provide data analysis. Authorize routine purchasing, disbursements, requisitions, travel expense statements, and journal vouchers. Serve as a resource to all staff members within the office on general university and office procedures, policies and purchasing guidelines. Process all invoicing and payment, which may include contacting employers with past due accounts to attempt to collect payment for recruitment activities (e.g., career fairs). Provide additional assistance to the executive aide with other financial duties as