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Case Western Reserve Univesity
Ohio (on-site)
1 day ago
City of South Lyon
South Lyon, Michigan, United States (on-site)
10 days ago
Enbridge
Nashville, Tennessee, United States (on-site)
10 days ago
The Solomon Law Group
Tampa, Florida, United States (on-site)
10 days ago
City of Warrenville
Warrenville, Illinois, United States (on-site)
26 days ago
Case Western Reserve Univesity
Ohio (on-site)
30+ days ago
Case Western Reserve Univesity
Ohio (on-site)
30+ days ago
Case Western Reserve Univesity
Ohio
(on-site)
1 day ago
Job Function
Admin/Clerical/Secretarial

Description

POSITION OBJECTIVE 

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. 

ESSENTIAL FUNCTIONS 

  1. 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%)
  2. 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%)
  3. Initiate and follow-up on 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, entering 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%)
  4. 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 post-employment opportunities suitable for law students and new law graduates and maintain a robust, up-to-date database of job opportunities. (15%)
  5. 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%)
  6. Maintain accounting/ bookkeeping records for department, data analysis. Process vendor invoices and payments, prepare staff reimbursement requests, and student and alumni funding requests. (10%)
  7. 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%)
  8. Handle day-to-day office activities, including ordering supplies and regular maintenance of printer/ copier; provide assistance to staff, student, and employer users of the printer/copier; report computer and printer/ copier problems directly to the technology department. Organize and maintain the career development resource library. (10%)

NONESSENTIAL FUNCTIONS

Perform additional special program support, other duties or assignments as directed by the associate director of programs and external relations. (<1%)

CONTACTS 

Department: Daily contact with departmental staff to maintain workflow.

University: Regular contact with faculty and various university offices and central support department staff to exchange information.

External: Frequent contact with employers, alumni, attorneys, outside organizations, and government officials to exchange information.

Students: Daily contact with students to exchange information.

SUPERVISORY RESPONSIBILITIES

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

QUALIFICATIONS

Experience: 3 to 5 years of experience handling administrative tasks in a professional office.

Education: High school education required; prefer Bachelor's degree. 

REQUIRED SKILLS

1. Ability to deal effectively and tactfully with constituents inside and outside the law school, including students, alumni, faculty, staff, administration, employers, and vendors.

2. Excellent verbal communication, interpersonal, and telephone skills. Strong ability to interact in a professional manner face-to-face with internal and external constituents.

3. Excellent writing skills.

4. Attention to detail and accuracy in all communications with internal and external constituents.

5. Ability to receive multiple and handle multiple tasks with minimal supervision.

6. Ability to juggle competing priorities of staff members.

7. Organized method to keep track of and timely meet deadlines.

8. Self-starter who takes initiative in prioritizing and pursuing big and small goals.

9. Ability to receive constructive feedback in a positive manner and apply it to improve performance.

10. Discretion in handling confidential information.

11. Ability to process funding requests and payments.

12. 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.

13. Understanding of technical legal terminology.

14. Understanding and appreciation of the legal job market and the dynamics of a successful legal job search.

15. Ability to meet consistent attendance.

WORKING CONDITIONS

Office setting with frequent interaction with faculty, staff, and students. This position is not eligible for the staff hybrid work program.



Job ID: 74318881
Education / Teaching / Administration
Cleveland , Ohio , United States

Case Western Reserve University is one of the country's leading private research institutions. Located in Cleveland, we offer a unique combination of forward-thinking educational opportunities in an inspiring cultural setting. Our leading-edge faculty engage in teaching and research in a collaborative, hands-on environment. Our nationally recognized programs include arts and sciences, dental medicine, engineering, law, management, medicine, nursing and social work. About 4,200 undergraduate and 5,600 graduate students compri...

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