Description

POSITION OBJECTIVE 

Working under occasional supervision, provide administrative support to the chair, department assistant 3 and the Department of Modern Languages and Literature to achieve its mission of excellence in teaching, research and scholarship. The Department Assistant 1 will redesign and maintain the departmental website and other social media platforms to create a professional, consistent, attractive and visible experience for end-users. Update, edit and produce attractive and professional promotional and informational materials as requested. This position will assist the department with general day-to-day functions, and perform a variety of clerical duties and typing assignments requiring speed and accuracy.

ESSENTIAL FUNCTIONS

Serve as the communications point person for the department. Maintain department website. Redesign the department standard homepage and standard subpages as needed; create and edit social media widgets; create and manage posts, events, media links, banners, and Google calendar. Replace broken images or links and audio/video materials (that require no express written permission). Update and edit the General Bulletin as needed. Create and monitor Twitter postings. In coordination with University Marketing and Communications and the college's Development and External Relations team, work with the chair, faculty, students and alumni on the development, coordination of submissions, layout, editing and distribution of departmental newsletter. Update and maintain professional-grade section flyers for use at Choices Fair, recruitment and alumni events, etc. Redesign and maintain department program brochures. Update and maintain weekly department "Monday Memo." Print and post departmental information. (60%)
Gather and maintain course syllabi from instructors each semester to keep on file in department. Assist faculty with course and manuscript preparation/proofreading/editing, photocopying and scanning materials. Create and update course Canvas sites, order desk copies and other requests as needed. Proofread and edit correspondence, reports, records, etc. as necessary. Prepare travel expense forms for reimbursement. Create and maintain relationships with units across the university to carry out department work effectively (Procurement, University Marketing and Communications, etc.). Provide support to chair and department assistant. Process confidential information. (25%)
Together with the Department Assistant 3, greet faculty, staff, students and visitors as needed. Distribute departmental promotional materials to walk-in visitors when necessary. Direct those who call or email to the appropriate information on the website, to the right contact person, or set up informational appointments. Answer straightforward questions regarding admission and advising as needed. Maintain calendar of upcoming departmental events. (9%) 
Maintain department office equipment and report service needs to department assistant or call in service requests. Maintain copier, enter/delete copy codes and log copy totals for the department. Order and purchase office supplies. (6%)
 

NONESSENTIAL FUNCTIONS 

Perform other duties as assigned. (<1%)

CONTACTS

Department: Frequent contact with departmental faculty and staff to exchange information.

University: Moderate contact with other departments on an as needed basis to exchange information. 

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

Students: Moderate contact with students to exchange information.

SUPERVISORY RESPONSIBILITY 

This position has no direct supervision of staff employees. May direct the work of students or temporary employees

QUALIFICATIONS

Experience: 2 to 3 years of related clerical experience required.

Education: High school education required.

REQUIRED SKILLS 

Excellent 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. 
Ability to operate copy and fax machines to perform calculations and produce documents.
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. 
Proficiently and efficiently use Wordpress, or ability to learn how to use it within a month.  
Ability to use and edit various social media platforms.
Ability to produce professional promotional and informational materials, such as flyers to promote events organized by faculty members; flyers and banners to promote our programs and courses for events like the Open Houses. Ability to order and follow up orders to promote the department, etc.
Ability to manage time, schedule duties and projects.
Willingness to learn and work with artificial intelligence (AI) tools and technologies.
 

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. 

 
Apply online at jobs.case.edu search job 14415