Business Office Manager

Case Western Reserve University, United States

Updated: about 1 month ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE 

Working with a high degree of independence, provide executive assistance to relieve dean or vice president of administrative type functions; is empowered with a wide degree of creativity and latitude. The Office Manager will direct and manage the general administrative functions and activities of the Weatherhead School of Management Dean's Office. This position is crucial for ensuring that the daily operations are efficient and organized as well as strategic programs, projects, and events are effectively executed. In addition, the office manager will be responsible for providing executive support to the dean and senior staff in the dean's office.


 

ESSENTIAL FUNCTIONS 

  • Program Operations: Participate in short- and long-term strategic planning and program implementation. Track and monitor key operational program initiatives and milestones, collaborating with faculty and staff to collect status updates, and preparing regular progress reports for executive leadership and senior staff on goal achievement.  (20%)
  • Administrative Operations: Make recommendations to management on administrative policies and procedures. Manage all aspects of department wide meetings and events, including senior staff meetings, faculty assemblies, town halls, committee meetings, and advisory board sessions. Create executive presentations, update operational reports, prepare agendas, and provide any necessary materials to support the dean and senior staff. The office manager will be responsible for the management of the calendar, travel arrangements, and expense processing for the dean and senior staff. Manage the front desk and reception by ensuring that common spaces in the dean's office are welcoming, well-stocked, and maintained professionally. Facilitate efficient procurement processes, submitting and auditing department invoices, managing the office budget to ensure accurate and timely reporting. Process complex, highly confidential, strategic and time sensitive information which includes handling senior staff time approvals by sending reminders and managing the approvers in the human capital management system. Coordinate operational onboarding for newly hired staff, working closely with University Technology (UTech) and the building services director for office logistics (computer and telephone setup etc.). (40%)
  • Project and Event Operations: Direct execution of select project initiatives which involves defining a course of action, assigning follow-ups and identifying owners. Identify any potential risks to the successful completion of a project goals and mitigate those risks. Monitor goal process against timelines and budget. Report the status to the project stakeholders monthly. Collaborate with Weatherhead School of Management events team and others within the school as needed to ensure events are properly coordinated and included in various marketing and outreach communications. (40%)


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    NONESSENTIAL FUNCITONS 

  • Draft departmental communications. Oversee the timely distribution of key department communications. (5%)
  • Perform other duties as assigned. (<1%)


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    CONTACTS

    Department: Continuous contact with dean, associate/assistant deans, department chairs, faculty directors. Contact with faculty and staff as required to perform essential functions.

    University: Frequent contact with the president's office, vice presidents, deans, trustees, directors of administrative departments, faculty and staff as required to perform essential functions.

    External: Frequent contact with visitors, alumni, corporate executives, donors, vendors, and various organizations as required to perform essential functions.

    Students: Moderate contact with undergraduate, graduate and professional students as required to perform essential functions.


     

    SUPERVISORY RESPONSIBILITIES

    Direct supervision of students, vendors, contractors depending upon the project.


     

    QUALIFICAITONS

    Experience: 10 or more years Progressively more responsible administrative experience required. Experience in a higher education or non-profit setting is preferred.

    Education: Associate's degree required. Bachelor's degree preferred. 


     

    REQUIRED SKILLS

  • Demonstrated leadership and progressive administrative and operational responsibility in an academic and/or non-profit environment.
  • Professional and effective oral and written communication skills; and good interpersonal skills with the ability to work and communicate with various individuals within and external to the University. Must demonstrate appropriate cultural sensitivities to international contacts.
  • Strong organizational skills: ability to multitask, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, follow-through.
  • Exhibit a high level of initiative, ability to work independently and use appropriate discretion in decision-making.
  • Must be a team player, with the ability to effectively work with and collaborate with others to achieve the same goal.
  • Effective problem-solving skills; must demonstrate excellent analytical skills, sound judgment and good decision-making. Must be able to identify and/or anticipate needs or problems and make adjustments or changes as necessary.
  • Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timeline.
  • Must demonstrate confidentiality with sensitive information. A high degree of professionalism, organization, discretion, follow-through, and attention to detail is essential for this position.
  • Willingness to learn and adapt to new people, unpredictable situations and changes to management systems as they occur.
  • Ability to meet consistent attendance. 
  • Ability to regularly interact with colleagues, supervisors, and customers face-to-face. 


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    WORKING CONDITIONS

    University office setting. Friendly and supportive team culture. University education missions sometimes require working longer than 8-hour days. The person in this position must be dedicated to his/her team and give full attention to his/her role in it.


     

    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.

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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    Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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