Description
POSITION OBJECTIVE
The Assistant Director provides leadership in the development of strategies, programs, and initiatives to help the office of Orientation and New Student Transitions meet goals. Specifically, the assistant director works in support of key elements identified within the mission and goals of the orientation office as it relates to the university¿s strategic plan. This position will interact broadly and with minimal supervision with faculty, staff, students, and administrators across campus, as well as the parents and families of Case Western Reserve University students. The assistant director will be both a strategist and hands-on practitioner with a level of expertise in orientation, first-year experience, parent and family programs, retention and student success. The assistant director brings skills and vision to help carry out the needs of the office in collaboration with Student Affairs, Undergraduate Advising, Residence Life, and internal and external campus partners. This staff member represents all facets of undergraduate education and student life at Case Western Reserve University to incoming students and their parents with friendliness, enthusiasm, patience and respect. All incoming students should be treated equally, without regard to race, religion, age, sex, color, disability, sexual orientation, or national or ethnic origin. This position is eligible for hybrid/remote work arrangements.
ESSENTIAL FUNCTIONS
Provide direct leadership in the planning, organizing and implementation of the orientation and transition process, which takes place from May through October and focuses specifically on the logistics and implementation of Discover Week (a week-long series of transition-based programming for new students and their families as well as Discover Days in January. Oversee the Case Western Reserve University Orientation Large Group Committee in order to relay significant information to campus partners and the campus community regarding the orientation and transition process for new students. Oversee all orientation leader staffing for the in-person orientation programs. (30%)
Provide primary leadership for the recruitment and selection, and of the orientation executive board and over 150 orientation leaders. Collaborate with University Marketing and Communications on outreach materials and social media posts, organizing and facilitating the required information sessions for all interested students, and coordinating the application and interview process. This involves staying on top of nominations, applications, organizing the review process and coordinating all interview activities. (30%)
Assist in coordinating training for the orientation executive board and the general orientation leaders for both the spring training course as well as the week of training in August prior Discover Week. Lead training sessions when needed. Outreach to campus partners to build a training schedule in collaboration with the professional staff and orientation executive board. Take the lead in sending out regular communications to campus partners, coordinating all space and room reservations for Discover Week, Discover Days, and training. (20%)
Work closely with the director to administer and use discretion over the events budget/plan budget needs; analyze program plans on both a short- and long-range basis by considering past requirements, expenditures, current programs, and future goals. Work closely with vendors and on-campus partners to negotiate/ manage costs for each event. Independently make decisions on best allocation of resources to achieve events strategic goals. Monitor program expenses for the department, authorize routine expenditures, arrange for payment or reimbursement procedures, and maintain accurate records and oversight of financial expenditures within the budget. Perform generalized administrative tasks to support the orientation office. (10%)
NONESSENTIAL FUNCTIONS
Work with the departments in enrollment management and student affairs in leveraging student employees to best service the needs of the division. (2.5%)
Monitor national trends in orientation, higher education and students in transition, provide best practices to inform the office of orientation and new student transitions and be involved in professional associations. (2.5%)
Communicate orientation-related updates on a frequent basis; respond to department inquiries as a representative of enrollment management/orientation. Facilitate presentations for special groups. Pull reports as requested by the department. (2%)
Represent enrollment management/orientation on committees related to orientation and new student transitions (2%)
Perform other duties as assigned. (1%)
CONTACTS
Department: Daily contact with the supervisor and other professional staff in the office of Orientation and New Student Transitions for the purposes of maintaining workflow and developing the orientation program. Daily contact with enrollment management staff for the purposes of sharing information and collaborating on initiatives in both orientation and enrollment management; these initiatives include the overall orientation and transition of new students to the university, as well as may include planning conference/events, recruitment visits, reading applications, and sharing information with parents and families from other areas within enrollment management.
University: Daily contact with staff members in student affairs, faculty, deans, administrators, and students for the purposes of building relationships, networks and collaborative opportunities with other departments, colleges, and student organizations (development of positive relationships with our campus partners with planning a successful orientation).
External: Daily contact with admitted and deposited students and their parents/guardians for the purposes of answering questions and providing guidance as families prepare to attend Case Western Reserve University. Regular contact with product vendors as the primary contact for vendors who want to provide or sell products to first year students (ordering t-shirts, giveaways and other resources provided to first year students for orientation)
Students: Continuous contact with the Orientation E-Board as they are your primary administrative support in the planning and execution of the Orientation process and Discover Week/Days. Frequent contact with approximately 150 Orientation student leaders as this position is responsible for the hiring and selection in preparation for the Orientation process and Discover Week/Days. Moderate contact with orientation volunteers, tour guides, and student ambassadors for the purposes of providing training and additional information so these groups are able to assist the orientation staff in preparing for orientation and providing support for initiatives during orientation Discover Week/Days.
SUPERVISORY RESPONSIBILITY
Directly supervise the orientation executive board members, orientation student leaders and all orientation student employees. Indirect supervision of specific projects or initiatives as directed.
QUALIFICATIONS
Experience: 2 years professional work experience in higher education. Experience in orientation, parent and family programs, student success and retention, student affairs, transfer and new student transition, or first-year experience and/or advising preferred.
Education/Licensing: Bachelor's degree required; Master's degree preferred. Valid driver's license required.
REQUIRED SKILLS
Must be a leader who is willing to meet aggressive student retention and satisfaction goals.
Must be flexible, willing to work evenings and weekends and to travel
Ability to juggle multiple tasks and possess excellent oral and written communication skills.
Strong aptitude to work as part of a team required.
Enthusiasm for higher education and a strong customer service orientation required.
Proven success working in a collaborative environment, while simultaneously being able to work with minimal supervision.
Creativity and energy are highly valued.
Proficient with personal computer office applications, e-mail, Google apps, and internet.
Ability to learn software applications specific enrollment management and orientation, as well as customer service and customer relations management applications.
Ability to develop, enhance and nurture relationships with incoming first-year students and transfer students and their families while providing consistent, accurate, and usable information to encourage the matriculation of these prospective students in accord with the academic and professional goals of the university. This individual will also work closely with current students, staff, and external sources and must possess superior interpersonal skills.
Must demonstrate a customer service orientation and ability to collaborate with students, parents, staff, and outside organizations. Must be able to interpret and explain university policies and the admission process to prospective students and parents.
Excellent written and oral communication skills; superior organizational, reporting, and analysis skills mandatory. Ability to read, comprehend and synthesize quickly.
Ability to work under pressure and meet deadlines. Individuals must be mature, professional, and discreet.
Self-motivated and demonstrate leadership skills and possess the ability to work in teams, multitask, and facilitate programs.
Meticulous attention to detail.
Ability to be diplomatic in a high pressure atmosphere. Respect for confidentiality.
Strong facility with end-user technology such as laptop computers, smart phones, and tablets. Ability to learn new software programs quickly required.
Superior knowledge of the university.
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.
Willingness to learn and utilize Artificial Intelligence (AI).
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face.
WORKING CONDITIONS
Office setting, with meetings and activities in buildings throughout the campus. Position requires driving personal vehicle while on the job. Occasional travel to attend conferences requires plane and rental car transportation. Position required frequent evening and weekend work. This position involves responsibility for working with individuals under 18 years of age. This position is eligible for the staff hybrid work program.
Requirements
QUALIFICATIONS
Experience: 2 years professional work experience in higher education. Experience in orientation, parent and family programs, student success and retention, student affairs, transfer and new student transition, or first-year experience and/or advising preferred.
Education/Licensing: Bachelor's degree required; Master's degree preferred. Valid driver's license required.
