Department Assistant 3

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.

POSITION OBJECTIVE

Working under general direction, the department assistant 3 provides comprehensive administrative support to the Alumni Relations and Development department. This position will be responsible for the overall operational activities of the office and is integrally involved with complex situations on a regular basis. This position requires a high degree of judgment, balanced assertiveness and graciousness, responsibility, organization, management, strong attention to detail, efficiency, and communication (written and oral) skills.

ESSENTIAL FUNCTIONS

• Primary lead for department's administrative functions, including serving as initial/main contact for department, including telephone, email, and personal interactions with visitors and/or community members. Overall responsibility for smooth functioning of department. Coordinate workflow between development, alumni relations, and donor relations functions. Responsible for accurate compilation and maintenance of files, including records of a confidential nature. Manage department mailings and mailing lists to ensure they are updated on a regular basis. (35%)
• Provide staff service to development initiatives. Prepare acknowledgement of gifts and pledges on a weekly basis for the dean, associate dean of alumni relations and development. Process gifts (credit cards, checks, and stock). Support the associate dean in identification, cultivation, and solicitation of donors by providing assistance in identifying and evaluating prospects, arranging, and securing appointments, requesting research and maintaining donor database (25%)
• Work with assistant director of alumni relations and donor engagement on events, such as homecoming and reunion weekend and departmental alumni receptions, including, but not limited to, requisitions, registrations, event attendance and preparation. Assist with nursing school alumni and donor events, such as homecoming and reunion weekend, including, but not limited to, event coordination, registration, and on-site support. (20%).
• Responsible for assistance in maintaining alumni database. Act as liaison to Advancement Services to request appropriate reports, make phone/address changes for alumni/friends and ensure proper gift crediting. (10%)

NONESSENTIAL FUNCTIONS

• Facilitates communications within and between departments and the university, including managing departmental calendar and coordinating all scheduling for department and non-department meetings and functions. Responsible for compilation, proofreading and editing of accurate correspondence, minutes, reports, records, proposals, and agendas. (5%)
• Prepare or assist in preparing event budgets and reconcile monthly expense statements. Process all P, D and T card transactions and purchase requisition forms for department. Prepare travel arrangements and itineraries, travel expense statements and disbursement. May authorize routine department expenditures. (5%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with associate dean of alumni relations and development, senior

director and director of development, assistant director of alumni relations and donor engagement, and assistant director of leadership annual and special giving. Regular contact with school faculty and senior administrators. Regular contact with Dean. Daily contact with alumni, students, volunteers, donors, and prospects to represent the school and university in these contacts.

University: Regular contact with central development staff, development officers, and university trustees during daily activities.

External: Daily contact with vendors to exchange information regarding quotes, invoices, etc.

Students: Daily contact with student workers to manage day-to-day activities.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS

Experience: 5 or more years of related experience required.

Education: High school education is required; Bachelor's degree prefer.

REQUIRED SKILLS

• Must possess a high level of maturity, professionalism, judgment, and discretion.
• Excellent written and oral communication skills, including taking the time to understand points being made and asking questions as appropriate.
• Ability to actively learn ¿ understanding the implications of new information for both current and future problem-solving and decision-making.
• Ability to balance competing needs of wide-ranging activities, events, and deadlines.
• Excellent typing skills and superior knowledge of office software and computers.
• Must be team-oriented and foster a positive work environment.
• Must be multi-task oriented with ability to prioritize assignments from multiple supervisors.
• 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 interact with colleagues, supervisors and customers face to face.
• Ability to meet consistent attendance.
• Willingness to learn and utilize Artificial Intelligence (AI).

WORKING CONDITIONS

General office atmosphere. The employee will perform repetitive motion using computer mouse and keyboard to type.

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.

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.

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

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