Description
Working under general supervision, coordinates student affairs programs to build and maintain
student satisfaction and retention in the Case School of Engineering departments of Mechanical
& Aerospace Engineering and Civil and Environmental Engineering. Provide a variety of
administrative assistance and support for the students' interactions with and progress through
the department from initial inquiry through graduation and beyond. Contribute to the
enhancement of student life through academic and social programming. Provide coordination
for the recruitment efforts of the both departments and implement strategies that enhance
student and faculty satisfaction with the departments' student affairs. Support the technical and
analytical objectives of the departments' student affairs initiatives.
ESSENTIAL FUNCTIONS
1. Complete graduate student payroll each semester so that students get paid in a timely
manner regularly (including issuing MOAs for financial aid and health insurance). Coordinate
and process graduate student compensation, from initial request from faculty to submitting
forms to University payroll. Complete paperwork for hourly students via Student
Employment. Work with Research and other departments to ensure funding is available.
Communicate any problems to relevant parties in a timely manner. (20%)
2. Maintain an up-to-date knowledge of current policies and procedures relative to graduate
students and graduate programs based in Case School of Engineering as well as university-
based programs. Develop calendar(s) of all activities affecting students¿ recruitment and life
within assigned departments, and may coordinate scheduling of events. Promote graduate
student social and professional organizations and activities within the department. Keep
faculty informed of students' functions. (15%)
3. Manage the graduate student admissions process; use a database to verify GRE, TOEFL
and IELTS scores on the graduate student applications. Coordinate with the graduate
faculty committee to compile admission decisions and input those decisions in the
application website. Work with the Graduate Studies Office to ensure all transcripts and
application materials are submitted to the correct location. (15%)
4. Maintain and update the department website as well as contribute to the design and
development of publications and marketing materials needed for effective recruiting.
Implement the plan developed as part of the student affairs team for both Mechanical and
Aerospace Engineering and Civil and Environmental Engineering. Maintain inventory of all
recruiting supplies including brochures, flyers, posters, banners, and application and inquiry
forms needed for graduate fairs and recruiting travel. Coordinate with the student affairs
specialist to give graduate student statistics for all department surveys (such as NSF-NIH,
etc.) (10%)
5. Engage and coordinate the participation of current students and faculty in the recruiting
process. Produce relevant recruiting statistics to assess and redirect efforts during all
phases on an annual recruiting cycle. Recommend procedures to improve the recruitment of
viable prospective students. Coordinate all visits; arrange tours and meetings with current
students and faculty. Follow-up and maintain rigorous contact during the student decision
cycle. Inform prospective students (and parents) on the benefits attending the Case School
of Engineering. Also, represent assigned departments and the school at national recruiting
events and graduate fairs. (10%)
6. Coordinate the graduate student appointment process. Involves working with the director of
administrative operations, faculty advisors, university administration, and students to
determine amount and source of financial support. Ensure that confidentiality of information
is strictly maintained. Work with the graduate studies office and faculty to assign graduate
student research and academic advisors. Advertise all M.S. and Ph.D. defenses in a proper
and timely manner. (8%)
7. Process and track various reimbursements for graduate and undergraduate students in the
department, such as the graduate student health fee through CWRU's financial system.
Coordinate and process paperwork for Student Employment for all graduate and
undergraduate hourly paid students. (8%)
8. Plan and implement orientation events for new undergraduate and graduate students.
Oversee the orientations of new graduate students to assigned departments. Also, work with
the department chairs or appointees and student affairs committees to edit and coordinate
the timely distribution of publications. Also, coordinate with the department chair's assistant,
the department chair, associate chair, and faculty members to maintain and update the
bulletin. (6%)
9. Assess the overall qualifications and fit of the candidates with the program benefits and
degree requirements. Cultivate all prospects through the inquiry and applicant cycle with
close attention to creative communication plans which engage students in the benefits of the
department and affiliation with the university. Also, assist the student affairs manager with
designing and implementing recruiting strategies for the purpose of attracting undergraduate
and graduate students to the Case School of Engineering programs at Case Western
Reserve University. (6%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (2%)
CONTACTS
Department: Daily contact with department chair, associate chairs, faculty and other staff in
assigned departments to discuss student affairs issues and administrative duties. Regular
contact with student groups within assigned departments to discuss student affairs and issues
that they might have.
University: Regular contact with staff in various central administration offices such as
engineering dean's office, office of undergraduate studies, office of graduate studies,
international student services office, financial aid and office of the university registrar. Contact
with the office of marketing at the case school of engineering, housing and resident life and
accounts payable department. Contact with the university career center to provide information to
students about mock interview opportunities.
External: Regular contact with faculty, academic advisors and admissions staff from other
universities. Regular contact with businesses outside the university with the intention to
distribute relevant information to students about prospective professional positions that may be
available. Regular contact with undergraduate, graduate students and parents inquiring/applying
for admission to our department programs.
Students: Regular, daily contact with undergraduate students who have questions or concerns
that need to be brought to the attention of the department staff, department faculty or
department chair. Regular, daily contact with graduate students who have questions or
concerns that need to be brought to the attention of the department staff, department faculty or
department chair. Extensive contact with prospective undergraduate and graduate students.
Regular contact with the undergraduate population.
SUPERVISORY RESPONSIBILITY
This position may supervise student employees.
QUALIFICATIONS
Experience: 5 years of progressively responsible related experience in areas providing a
responsive, customer driven environment.
Education: High school education required; Bachelor's degree preferred.
REQUIRED SKILLS
1. Proven administrative ability able to establish priorities in the position and work
independently, little or no supervision required.
2. Excellent communication skills, written and oral. Ability to interact with a varied group of
colleagues, supervisors, and students face-to-face.
3. Excellent computer skills ¿ including experience with Microsoft Office, Sharepoint, Interfolio
database-reporting tools, Google Drive, Adobe Acrobat and Drupel. Aptitude for learning
new programs.
4. 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.
5. Ability to meet consistent attendance.
6. Willingness to learn and work with artificial intelligence (AI) tools and technologies.
WORKING CONDITIONS
Fast-paced, multi-task, highly service oriented environment. Typical office environment; frequent
use of a computer. Willingness to work evenings, and occasional weekends.
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 $19.41 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.
Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.
Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.
This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
How to apply: Search for job code #14250 and apply at jobs.case.edu
