Department Assistant 2

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.

POSITION OBJECTIVE

Working under general direction, the Department Assistant will be an essential member of the Reproductive Rights Law Initiative. This position will work in close collaboration with both the Faculty Director and the Program Manager to assist with reproductive rights law initiative programs and projects. The department assistant will be responsible for filing, accounting, assisting in social media and email programming, and will provide programmatic, logistical, and accounting support for all reproductive rights law initiative programs and projects, including litigation, development, financial management, and program/event coordination. The department assistant also represents the reproductive rights law initiative to internal and external constituents, with an emphasis on on-campus visibility. Assignment may be long term and require the individual to rely on own resources in task accomplishment. This is a grant-funded position; continuing employment will depend on availability of funds.

ESSENTIAL FUNCTIONS

• Provide paralegal-level litigation support including proofing, formatting, and filing legal documents and organizing materials for arguments and hearings. Engage in internal and external communication regarding litigation. Manage all electronic files for litigation and other legal work, and all other document management for the reproductive rights law initiative. (20%)
• Assist the Program Manager in elevating the reproductive rights law initiative locally and nationally with clear marketing and communication strategies. Assist in overseeing the reproductive rights law initiative's webpage and social media accounts (for students, faculty, staff and community members) and ensure compliance with branding and university standards in cooperation with the University Marketing and Communication office, which is responsible for vetting materials for compliance of college and university branding guidelines. Assist in executing reproductive rights law initiative goals that align with the reproductive rights law initiative's strategic plan for social media, print and web-based communications and implement processes that will achieve these goals. Assist in writing, editing, and proofing print and web-based communications and publications (i.e. social media and email content). (20%)
• Assist in developing, planning, delivering and evaluating public and private on-and off-campus programs, events, and tabling, including aiding in the reproductive rights law initiative's visibility on-campus (event staffing and management), which provide professional development opportunities for faculty, students, and practitioners. Assist in making and tracking logistical arrangements (lodging, meals, etc.) for events such as the reproductive rights law initiative's annual symposium. (15%)
• Assist the program manager in developing and maintaining databases of all activities of the reproductive rights law initiative including events, education and student engagement, legal work, research initiatives, and marketing and communications. Assist in analyzing data within databases on a weekly, monthly, and quarterly basis. (15%)
Assist in completing and approving required documentation for expenditures such as payment requests, purchase requisitions, travel expense forms, payroll vouchers, cost transfers, and other reimbursements
• -ensuring all expenses fall within grant and endowment parameters and budgets. (10%).
• Organize, plan meetings, departmental agenda, etc., such as for all-team meetings and meetings with outside partners. Assist in tracking and oversight of the reproductive rights law initiative annual budget, including monthly overviews of expenses, and create monthly reports to monitor funds from various grant sources and donations. (10%)

NONESSENTIAL FUNCTIONS

• Provide administrative support for teaching by faculty director and reproductive rights law initiative staff attorneys/ lecturers as needed. (5%)
• Assist in development and implementation of efficient systems and routines for increasing operational capacity to achieve strategic goals. (5%)
• Perform other duties as assigned. (>1%)

CONTACTS

Department: Continuous contact with faculty, staff to develop and enhance strategies, provide information and lead event planning.

University: Continuous contact with deans and directors of academic centers to strategize, market, provide information, lead events, create, oversee and review budgets.

External: Frequent contact with professional organizations, donors, alumni, foundation representatives, community organizers and advocates, members of the legal community, and government officials to provide information, to develop strategies, resolve requests/complaints.

Students: Frequent contact with professional students. Contact with undergraduate and graduate students as required.

SUPERVISORY RESPONSIBILITIES

N/A for this position.

QUALIFICATIONS

Experience: 3 to 5 years of experience (advanced degree can count towards that experience). Experience working in academic environment preferred. Experience in reproductive rights preferred. Paralegal or other legal training preferred.

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

REQUIRED SKILLS

• Must be highly organized and capable of advancing multiple projects at once; ability to prioritize and re-prioritize as needed
• Must have excellent written and oral communication skills
• Must be highly attentive to detail
• Must be able to interact in a pleasant and professional manner with colleagues, supervisors, and partners face-to-face, on Zoom, by telephone, and through email
• Must be able to work collaboratively and productively with diverse constituencies including faculty, undergraduate and graduate students, legal professionals, and individuals from multiple disciplines and all levels of responsibilities.
• Must be able to set and stick to deadlines
• Must possess a service-oriented outlook
• Must be familiar and proficient with multiple social media platforms, including X, Instagram, Bluesky, and Facebook
• Must have familiarity with budgeting or a willingness to learn
• Must have a high degree of proficiency in multiple business software applications, including Microsoft Word, PowerPoint, Excel, and Google apps (Drive, Docs, Slides, Sheets, etc.)
• Must be committed to reproductive rights and justice
• Must be able to meet attendance requirements
• Willingness to learn and utilize Artificial Intelligence (AI).

WORKING CONDITIONS

General office environment. Some evening and weekend hours will be required. Flexible working hours permitted. After successful completion of the orientation period, some remote work may be permitted.

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.

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.

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