Job Information
Case Western Reserve University Department Assistant 3 in Cleveland, Ohio
POSITION OBJECTIVE
Working under general direction, provide administrative support to department. This position will oversee the administrative affairs of the Department of Medical Development, including matters of a complex, highly sensitive, and confidential nature. Serving as a key liaison across inter- and intra-departmental units and with institutional partners, the department assistant supports the Executive Director of Medical Development and other development staff within the Office.
The position plays a central role in supporting national development, the annual fund, and stewardship efforts, helping to coordinate national travel, preparing briefing materials and program presentations, and managing executive-level calendars and scheduling. The assistant also provides operational support for donor stewardship, and departmental communications.
Working with significant independence, the department assistant must possess a deep understanding of the department's goals, vision, and strategic priorities. The role also involves managing expenses, calendars, and, maintaining a departmental shared drive, and ensuring smooth daily operations. This position supports the department¿s mission by enhancing its fundraising, alumni/donor engagement, and stewardship impact through thoughtful coordination and high-level administrative leadership.
ESSENTIAL FUNCTIONS
- Perform a range of administrative duties that require accuracy and attention to detail. This includes preparing documents, managing departmental files, maintaining confidential records, and responding to inquiries. Draft routine correspondence and assist with data entry and internal systems. Oversee daily operations to ensure the department runs smoothly. (25%)
- Support the Executive Director by managing the calendar, scheduling meetings, and handling daily tasks. Coordinate national and local travel. Prepare and submit travel and expense reimbursements. Prioritize incoming requests and follow up on time-sensitive or confidential matters. Draft reports and correspondence as needed. May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. (20%)
- Organize departmental meetings and special events. Prepare agendas and materials, track follow-ups, and draft meeting notes or related communications. Attend meetings and provide on-site support to ensure smooth execution. (15%)
- Serve as a liaison and facilitate communications between the department and other university offices. Ensure timely and accurate communication with internal and external contacts. Coordinate workflow between departments to support ongoing projects and operational needs. (10%)
- Respond to donor and alumni inquiries about contributions and giving opportunities. Support stewardship efforts by preparing gift acknowledgments and related materials. Handle sensitive communication with professionalism and discretion. (10%)
Assist with complex tasks such as coordinating gift processing, preparing grant submissions, and creating presentation materials. Help maintain and organize the departmental shared drive. Support departmental research and strategic projects as needed. (15%)
NONESSENTIAL FUNCTIONS
- Provide support for other departmental needs as they arise. (5%)
- Perform other duties and responsibilities as assigned. (<1%)
CONTACTS
Department: Frequent daily contact with departmental staff to coordinate and maintain workflow as required to perform essential functions.
University: As-needed communication with other university departments to exchange information and support collaboration as required to perform essential functions.
External: Interaction with travel and accommodation vendors to coordinate arrangements and share inform