Department Assistant 3

Case Western Reserve University • Cleveland, OH • 6h ago

POSITION OBJECTIVE

Working under general direction, the admissions assistant provides comprehensive administrative support to the Office of Admissions. This position will be responsible for the overall operational activities of the office and is integrally involved with complex situations on a regular basis. This position requires a high degree of judgment and excellent communication (written and oral) skills to communicate with applicants and prospective applicants over the phone and through email.

ESSENTIAL FUNCTIONS

Assists the Director of Admissions and Assistant Director of Admissions in initial processing of 3000 pre-doctoral applicants for review. Perform various duties of an administrative/clerical nature requiring accuracy including verifying the receipt of confidential documents including academic transcripts, standardized exam scores, letters of evaluation, application fees and background checks. Maintain confidential records in accordance with university policies and privacy regulations. Proofreads and edits correspondence, reports, and records related to application process and review. Runs reports and exports through WebAdmit and formats Excel spreadsheet for the admissions committee to review. (40%)

Has overall responsibility for the smooth functioning of the department by providing accurate and timely phone and email support to inquiries regarding application statuses and the dental program in general. Reply to requests for information, schedule counseling sessions, and relay messages to admissions directors. Research changes to the application process and changes within the school. (30%)

Plan, schedule, and coordinate in-person visit days and open houses. Prepare name badges, order catering and must be available to assist with the logistics of these events. (8%)

Facilitate communications with others in the university relative to department work including but not limited to Student Services department to assist with orientation activities and the white coat ceremony. (8%)

NONESSENTIAL FUNCITONS

Organize, plan, and coordinate department meetings, including preparing agendas, supporting meeting logistics, attending in person or Zoom admissions committee meetings, and recording meeting minutes. (5%)

May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports this includes preparing and assisting in event budgets and reconcile monthly expense statements. Process all Pcard and Dcard transactions and purchase requisition forms for department. Prepare travel arrangements and itineraries, travel expense statements and disbursement. (5%)

Performs miscellaneous duties, including special assignments in other departments, as assigned by the Director of Admissions. May assist in training junior level clerical hires on daily tasks and policies. (3%)

Performs other duties as assigned. (1%)

CONTACTS

Department: Frequent contact with Associate Dean of Admissions and Director of Admissions. Moderate contact with Faculty serving as members of the Admissions Committee and Scholarship Committee. Moderate contact with Finance & Operations and the Office of Alumni & Development.

University: Regular contact with the Office of Student Services and Dental Clinic.

External: Frequent contact with prospective applicants, current applicants, parents or family relatives of the applicants, faculty advisors, health professions advisors, and alumni.

Students: Moderate contact with current students at the School of Dental Medicine in assisting matriculants or planning visit days.

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