Description
POSITION OBJECTIVE
Working under general direction, provide administrative support to the Office of Student Affairs. The Office Manager for Student Affairs plays a pivotal role in facilitating the smooth functioning of administrative operations within the student affairs department. This position requires exceptional organizational skills, strong communication abilities, and the capacity to manage multiple tasks efficiently. The manager will be responsible for coordinating schedules for key personnel, overseeing general operations, and supporting office initiatives.
ESSENTIAL FUNCTIONS
The Office Manager will oversee the intricate calendars of seven society deans (including the associate dean for student affairs) and the assistant dean of student engagement and wellbeing, ensuring optimal time utilization and prioritization of tasks. Proactively anticipating scheduling conflicts and implementing solutions to mitigate disruptions will be a key aspect of this role. The manager will audit student compliance with required meetings, providing periodic reports to the society deans. (30%)
Perform various duties of an administrative/clerical nature requiring accuracy and overall responsibility for smooth functioning of the department. Oversee the daily functions of the student affairs office, ensuring efficient management of supplies, equipment, and facilities. Collaborate with stakeholders to optimize processes and implement effective workflow systems. Facilitate communications between the department and the university. Serving as a primary point of contact, address inquiries from students, faculty, and staff regarding student affairs operations. Playing a key role in organizing student-focused events, workshops, and programs in alignment with departmental objectives, fostering a supportive and engaging campus environment. (30%)
In collaboration with the assistant director, the office manager will play a vital role in the submission of requisitions and payment requests within the department. May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, and expense reports. (25%)
Responsible for the maintenance of confidential records, including student shadow files, meeting minutes and related information, and other internal documents. Organize and plan meetings, work with stakeholders to create departmental agendas, and coordinate the workflow between departments as needed to ensure smooth collaboration. (15%)
NONESSENTIAL FUNCTIONS
Assist with School of Medicine special events as needed (<1%)
Perform other duties as assigned. (<1%)
CONTACTS
Department: Daily (continuous) contact with faculty, administrators, directors, and staff within the School of Medicine and the Cleveland Clinic Lerner College of Medicine to coordinate needs and manage schedules. Daily contact with departmental staff to maintain workflow.
University: Occasional contact with faculty, administrators, directors and staff within other departments and schools of Case Western Reserve University to coordinate meetings as needed.
External: Moderate contact with faculty, administrators, directors and staff within the affiliated hospitals: University Hospitals Cleveland Medical Center, MetroHealth Medical Center, the Cleveland Clinic, and Louis Stokes Cleveland VA Medical Center to coordinate meetings and share information. Contact with businesses, government agencies, non-affiliated hospitals, and universities to coordinate meetings.
Students: Daily (continuous) contact with all University Program and Learner College Program students at Case Western Reserve University School of Medicine to support meeting scheduling and meet student needs; occasional contact with students from other schools/universities to coordinate meetings and share information.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. Oversee general operations of clerical staff.
QUALIFICATIONS
High school education and 5 years of related experience OR Associate's degree and 5 years of related experience OR Bachelor's degree and 3 years of related experience required.
REQUIRED SKILLS
Strong interpersonal skills; ability to work and communicate with various individuals from a broad spectrum of disciplines, technical, and educational backgrounds within the department, school and university, and with individuals outside the university. Ability to handle all telephone calls in a professional, helpful, courteous, and efficient manner.
Excellent communication skills: Understanding written sentences and paragraphs in work-related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
Proven ability to work with a high level of maturity and judgment, professionalism, and discretion.
Strong organization skills; ability to multi-task, prioritize and give attention to detail in order to complete tasks and meet deadlines.
Ability to work with sensitive information and maintain confidentiality.
Proven ability to follow through on assigned projects and provide timely follow-up with appropriate individuals.
Ability to work proactively with a high degree of independence, and effectively within a team.
Ability to conform to shifting priorities, demands and timeline, and flexibility to respond to project adjustments and alterations promptly and efficiently.
Ability to problem-solve effectively; developing and implementing alternative solutions as needed.
Strong writing skills, including creative and business writing, editing and proofreading.
Ability to create and maintain databases.
Excellent typing and dictation skills.
Ability to perform various clerical functions, including filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents, preparing mailings, etc.
Ability to learn, operate, and troubleshoot existing and new office technology.
Must demonstrate proficiency in software programs such as Microsoft Office (Word, Excel, PowerPoint, Publisher), database applications, and internet navigation.
Knowledge of PeopleSoft and Google applications (email and calendars) or ability to become proficient in these applications.
Knowledge of basic accounting practices is preferred.
Ability to actively learn- understanding the implications of new information for both current and future problem-solving and decision-making.
Ability to operate copy and fax machines to perform calculations and produce documents.
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.
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. Must be able to work some weekends and evenings.
SALARY GRADE
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 $19.41 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.
HYBRID ELIGIBLITY
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.
EEO Statement
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.
Reasonable Accommodations
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.
How to Apply
Search for Job#14035 and apply at jobs.case.edu
Requirements
QUALIFICATIONS:
High school education and 5 years of related experience OR Associate's degree and 5 years of related experience OR Bachelor's degree and 3 years of related experience required.
