Department Assistant

Position: Department Assistant 2
Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under general direction and reporting to the Executive Director, the Program Manager (Department Assistant
2) will play a key role in the Jewish and General Studies programs within the Siegal Lifelong Learning Program, supporting the programs; overall mission of outreach and education to the community of lifelong learners. The program manager works closely with the Director of Jewish Studies and Director of General Studies to plan and implement educational programming on Jewish history, culture, religion, social sciences, Hebrew language, and general studies.

The program manager will be responsible for the efficient operation of the programs, including managing courses, lectures, and special events; supporting students and instructors; coordinating development and donor relations, and financial management.

ESSENTIAL FUNCTIONS

* Program coordination and logistics: assist in scheduling and organizing classes, lectures, and events, assigning rooms. Manage program registration, enrollment, payments and student/speaker communications. Set up technology, zoom links, recording management including sending recordings to students following courses. Send course materials for in-person and online learning. Keep lists of speakers fees up to date, including Hebrew and Jewish Studies speakers. Manage transportation for special programs (bus tours, museum tours etc.).

Arrange travel for visiting scholars (flights, car, hotel, and food). (30%)

* Student /faculty/speaker support: serve as a point of contact for instructors, guest speakers, and students. Send materials and Zoom links, offer student support with Destiny One and Zoom. Send faculty/speakers letters with updated speaker fees, vendor forms, lecture/course details and payment arrangements. (15%)

* Data and administrative support: track program attendance for lectures and courses;
Destiny One courses entries quarterly and cancellation updates; refund students if withdrawn from courses/lectures. Set up new speakers in the Destiny One system, update speakers records. Send reminders to students before classes/courses. Manage the Beachwood office phone; take/return calls, registration for programs over the phone and in-person and respond to incoming emails. (15%)

* Office management: contact building management when there is a problem in the suite. Contact UTech for technical issues with computers, phones, cameras and other office technology. Manage ordering of supplies for Beachwood, including coffee and water delivery from approved vendors. (10%)

* Operations and administration: inform executive director on potential funding opportunities for Jewish/general studies educational programs. Pull reports from the Destiny One system and analyze for quality improvement purposes (enrollment, retention and profit). Create procedures for Jewish studies operations, aiming to harmonize workflow and increase efficiency/ time management. (15%)

* Strategic planning and innovation: stay updated on trends in education and adult learning methodologies by attending classes. Read professional literature and attend events for the Jewish studies area. Evaluate program impact/interest and adjust offerings accordingly (remote vs. in person, lectures vs. courses, popular high interest topics etc). (13%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (2%)

CONTACTS

Department:
Regular contact with the directors and continuous contact with staff in the program to support overall operations and ensure smooth functioning of the programs.

University:
Occasional contact with other university staff and faculty, including Utech, and Finance to exchange…