Department Assistant 4
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

The Department Assistant is primarily responsible for managing the daily administrative operations of the Office of the Associate Dean for Development and Public Affairs at the School of Lawwith secondary responsibilities in providing additional administrative support to the Dean of the Law School. Special emphasis will be placed on supporting and assisting the Development and Prospect Management team. Responsibilities include providing support in the management of external and internal constituency groups including the Visiting Committee, senior administrators, faculty, law students, alumni, donors, foundations and other academic institutions; and, identifying, researching and maintaining positive relationships with major gift prospects involved in the law school’s fundraising efforts including the capital campaign. Professionalism and the ability to perform duties with minimum supervision as well as the ability to prioritize complex projects are essential.

ESSENTIAL FUNCTIONS

  • Greet executive-level visitors. Responsible for making sure the visitors’ needs are met and their presence is communicated to the appropriate persons throughout the law school. Be able to identify alternate sources/contacts for visitors if the first line person is not available. Is in contact, both by phone and in person, with high-level visitors, alumni, trustees, deans, vice-presidents and other University faculty and staff.
  • Coordinate administrative support for multiple projects and deadlines involved in the law school’s fundraising efforts. Responsible for coordinating clerical staffs’ efforts in relation to certain projects.
  • Interact with senior management staff to arrange meetings and other activities. Compile and disseminate pertinent information to senior staff in relations to the meeting/activity and its participants.
  • Maintain the calendar and daily tickler detailing day’s activities for both the Associate Dean and the department, including follow-up phone calls and correspondence and scheduling meetings. Because of the nature of the office, the incumbent must be able to effectively and efficiently rearrange appointments to compensate for changes in the Associate Dean’s and the Dean’s schedule. Communicate to the Associate Dean on a daily basis the activities of the department and its staff.
  • Develop, coordinate and manage the process by which fundraising appointments are scheduled for the Dean, Associate Dean and departmental directors. Honed interpersonal and salespersonship skills are required as many appointments are with individuals who have not committed to meeting/contributing. Responsible for travel arrangements both in-town and out-of-town.
  • Act as point person for the electronic screening of the alumni database, which includes arranging meetings, retrieving donor information, etc. Responsible for the security and the integrity of this database.
  • Maintain a prospect database along with a functional prospect tracking system for timely follow-up contact. Information for this database would be extracted and compiled from both Law School and University sources. Coordination of and instruction to clerical staff upon the use of this database. Responsible for the security and the integrity of this database.
  • Research information on donors in preparation for visits. Collect and package all backup material for donor visits, i.e., travel arrangements, directions, donor giving history, etc. Maintain confidential contact reports regarding visits and other activities with donors. Conduct follow-up fundraising telephone calls for corporate/foundation proposals.
  • Track, analyze and research current events and news from both internal and external sources for information related to the law school, its alumni and its donors. Disseminate information to the Dean, Associate Dean and other appropriate persons in a venue that can be used to identify prospective donors and opportunities to contact current donors.
  • Record and track departmental expenses by program/event along with maintaining program/event files and correspondence. Process purchase orders, travel expense reports and disbursement requests for the department. In addition, reconcile the department’s monthly general ledger reports. Give input to and work with the Associate Dean in the preparation of the annual budget for development, alumni affairs, publications and endowed lectures.
  • Coordinates logistics and agendas for departmental meetings/retreats and other administrative meeting, which includes room reservation, catering and travel.
  • Provide back-up support for the Dean of the Law School. Assist the Dean’s office, including greeting visitors, answering phones, coordinating the Dean’s calendar and assisting with events. Perform routine support functions for the office of the Dean such as gathering information for projects, word processing of correspondence and documents, filing, mailing and memo distribution. Assist with other tasks as assigned by the Dean or Associate Dean.
  • Perform other administrative functions including composing and completing correspondence, proposals and reports, hosting development meetings, gathering information for projects, coordinating clerical staff in the production of Development and Public Affairs mailings and assisting the Associate Dean in the development of agendas and themes.
  • Extraordinary care in maintaining absolute confidentiality and trust in handling budget and program information, confidential memoranda and trustee/alumni/dean/ vice-president/faculty/staff/student interaction.
  • NONESSENTIAL FUNCTIONS

    Perform other duties as assigned.

    CONTACTS

    Department: Frequent contact with Dean, Associate Deans, faculty, and staff.

    University: Contact with the Trustees, Alumni, Directors of administrative departments, faculty and staff.

    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.

    SUPERVISORY RESPONSIBILITY

    Oversee student workers and other clerical staff on a project basis.

    QUALIFICATIONS

    Experience: Six or more years administrative experience, preferably to multiple principals; Experience in legal environment helpful; Experience in 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 e-mail system and Microsoft Office
  • Must demonstrate willingness to learn and develop skills in technology and social media
  • 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.

    Case Western Reserve University - 18 months ago - save job - block
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