Department Assistant 3 - Case School of Engineering

Case Western Reserve University, United States

Updated: about 2 months ago
Location: Campus, ILLINOIS
Job Type: FullTime

Entry Date: January 2024

Employee:

Jobcode and Title: 155023 Department Assistant 3 (SG10,N375)

Business Title: Office Coordinator

Department ID and Name: 311120 Engineering - Development

School: Engineering

Location: Nord Hall

Supervisor Name and Title: Meena Ghaziasgar, Executive Director of Development and External Relations

 

POSITION OBJECTIVE

Working under occasional supervision, the Department Assistant 3 facilitates dealing with others in the university relative to the office of Development and External Relations at the Case School of Engineering. The department assistant provides administrative support to development staff, including the vice president and associate dean through schedule management, drafting of memos and correspondence, composition of acknowledgement and stewardship letters, and independent planning and logistics management of meetings and site visits. The Department Assistant 3 is responsible for the smooth functioning of the department and also assists with various donor relations event logistics.

 

ESSENTIAL FUNCTIONS

  • Schedule internal and external staff and constituent meetings for the Office of Development and External Relations. Provide administrative support for the Associate Dean for Development and External Relations including calendar management. Facilitate communications between department and the university. Coordinate workflow between departments as needed. (20%)
  • Prepare gift acknowledgements and other mailings to donor prospects. Support the processing and tracking of departmental driven gifts and grants. These tasks to be performed in communication and coordination with the Assistant Director of Development & Special Projects. (20%)
  • Assist in preparing budgets, manage and reconcile monthly expense statements, and budget forecasting. Prepare and submit travel expense forms for reimbursement. Place orders as necessary; prepare invoices, requisitions, and other standard orders. (15%)
  • Assist with prospect research; compile prospect lists and track prospects. (15%)
  • Provide leadership over Advance data management including data input, reporting biographical data, contact reports, and returned mail. Maintain confidential records and manipulate analyzed data. Proactively provide monthly reports for Development team members. (15%)
  • Perform a variety of clerical duties to assist staff and faculty with projects and events as necessary. Serve as a receptionist as required; direct incoming phone calls, relay messages, and greet visitors. As needed, support the success of the Development team with appointments, travel, reservations, itineraries, briefings, site visit preparations for both on campus, local, and national donor visits.  (10%)

    •  

    NONESSENTIAL FUNCTIONS

  • Prepare letters, memos, reports and other documents. Perform clerical duties and typing assignments requiring speed and accuracy as required. Maintain filing systems. Proofread documents as necessary. Process confidential information. (5%)    
  • Perform other duties as assigned. (<1%)

    •  

    CONTACTS

    Department: Daily contact with all levels of departmental staff.

    University: Contact with faculty and staff from the Case School of Engineering and University Relations and Development, and other management centers as necessary.

    External: Contact with travel and accommodation vendors to exchange information. Contact with donors and alumni as required to perform essential functions.

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

     

    SUPERVISORY RESPONSIBILITIES

    No direct supervision of staff employees. May direct the work of students or temporary employees.

     

    QUALIFICATIONS

    Experience: 5 or more years of related office experience required. Experience in a high-paced, highly productive development or university setting is preferred.

    Education: High school education required. Prefer Bachelor’s degree.

     

    REQUIRED SKILLS

  • High degree of energy, creativity, flexibility, organization, and interpersonal skills as well as excellent verbal and written communication skills required.
  • Must be a self-starter and capable of handling multiple tasks.
  • Must be detail oriented.
  • Must possess a high degree of judgement, maturity, professionalism, and discretion.
  • Must be able to work both independently and collaboratively with colleagues.
  • Computer proficiency (including Microsoft Office suite) and the ability to learn new programs.
  • Ability to triage and respond to issues and opportunities; must be able to prioritize tasks.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors, and customers face to face.

    •  

    WORKING CONDITIONS

    Typical office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type.

    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.

    .

    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.

    .

    Similar Positions