Department Assistant 3
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

The department assistant serves as a key Development and Public Relations team member and provides support for the entire Development and Public Relations team, including the associate dean for development and public affairs as needed, in all programmatic areas, including the implementation of development, donor, and alumni relations strategies on behalf of the School of Law, monitoring expenses, progress, and reports in support of these programs.

ESSENTIAL FUNCTIONS

  • Personal contact with university and law school administration, faculty, staff, alumni, friends, donors and volunteers (locally and nationally) to schedule individual and committee meetings, as well as prospect cultivation and donor stewardship events involving the development officers.
  • Assist in the identification of annual fund prospects to expand the annual giving initiatives and increasing the number and amount of gifts received.
  • Assist in the analysis and reports on annual fund activity. Assist in the recruitment and solicitation of alumni volunteers via telephone.
  • Assist in tracking and analyzing annual fund activities.
  • Prepare budget reports for fundraising initiatives.
  • Participate in coordinating the work of volunteers, committee members and phonathon callers, as appropriate, who will actively participate in the soliciting of annual fund gifts locally and across the nation.
  • Make arrangements for cultivation/solicitation meetings, all team members’ travels when needed, including hotels, cars, air, and coordinating location and times of events, visits by the development staff, and all follow up expense reporting. Monitor current and forecast future expenses generated by senior director and other team members.
  • Create and maintain tracking reports of prospects and donors for various fundraising efforts for scholarships, departmental initiatives, and other assigned programs, specifically attainment and progress reports.
  • Access highly confidential records of donors, alumni, friends of the law school and compile essential information to ascertain giving history, family and other relationships with the university and the School of Law to provide essential background data for use by the dean, associate dean, other development officers, alumni team members, and volunteers.
  • Compose and prepare routine correspondence for all team members and respond to inquiries; including gifting information.
  • Coordinate schedule and daily operational needs in support of the office and assist in all other aspects of the offices as directed.
  • Attend and participate in meetings and events and provide staff support.
  • Respond to inquiries by alumni and other individuals on giving opportunities and to donors regarding status of their contributions, as appropriate.
  • Perform other duties during and after hours when necessary in the Department of Development and Public Relations to ensure the efficient and cooperative operation of the office.
  • NONESSENTIAL FUNCTIONS

    Perform other duties as assigned.

    CONTACTS

    Department: Frequent contact with dean, associate deans, faculty, and staff. Contact with students as required to perform essential functions.

    University: Contact with the trustees, alumni, directors of administrative departments, faculty and staff as required to perform essential functions.

    External: Daily contact with donors, alumni, foundation representatives, community organizers/advocates, corporate executives, leaders in the legal community, and federal, state and local government officials.

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

    SUPERVISORY RESPONSIBILITY

    No supervisory responsibility.

    QUALIFICATIONS

    Experience: Five or more years administrative experience, preferably to multiple principals. Experience in legal environment and educational setting helpful.

    Education/Licensing: High school diploma or equivalent required; college course work or business school graduate preferred.

    REQUIRED SKILLS

  • Excellent organizational skills
  • Ability to handle multiple priorities
  • Excellent communication skills, written, oral and phone
  • Must be able to deal effectively with people
  • Ability to work with minimal supervision
  • Self starter and problem solver
  • Willing and available to work after hours and on occasional weekends
  • Knowledgeable about professional office and telephone requirements and procedures
  • Must be a team player
  • Punctuality and good attendance essential
  • Ability to negotiate with students, administration and alumni concerning priorities and work assignments
  • Proficient with Word processing, including Microsoft Word and WordPerfect; database management including Access; desktop publishing, including PageMaker(helpful); spreadsheet, including Excel; HTML helpful; ability to effectively utilize the email system and internet search skills
  • WORKING CONDITIONS

    General office environment, some evening and weekend work hours will be required.

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    Diversity Statement

    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.

    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 Inclusion, Diversity and Equal Opportunity at 216-368-8877 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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