Job Title: Department Assistant 1
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 7902
Job Description

POSITION OBJECTIVE

Working under occasional supervision, the department assistant is the first point of contact for all visitors to the Dively Building including, but not limited to corporate clients, internal university clients, visiting board, etc. The department assistant also serves as the primary administrative/secretarial support to the Weatherhead Executive Education team, responsible for managing calendars; answering phones and redirecting calls; managing and fulfilling parking requests for dedicated spaces in the Ford Parking Structure and the Dively VIP lot.

ESSENTIAL FUNCTIONS

1. Manage all Weatherhead Executive Education calendars and schedule client and internal meetings. (10%)
2. Manage Ford Garage parking inventory: respond to parking requests, track and issue Ford Garage parking permits and Dively Conference Center VIP parking passes. Make requests for overflow or alternative parking to university parking services and/or University Circle Incorporated. Contact and provide accurate and timely information/directions to parking attendants, especially for late requests. (10%)
3. Manage and maintain the inventory of all materials and supplies necessary for Weatherhead Executive Education. Source vendors and forecast supply levels based on the upcoming Executive Education business. (10%)
4. Coordinate travel arrangements and process travel reimbursements for staff, faculty and instructors for more than 50 programs. (10%)
5. Obtain and assemble program and course material packets. Evaluate the cost benefits of outsourcing the job or doing in house. (10%)
6. Compile all custom program evaluations for review by program faculty, staff and clients. The evaluation results are used in determining if program benchmarks/learning objectives are being met. (10%)
7. Review invoice payments and compensation sheet. Updates these spreadsheets monthly as payments are processed. (10%)
8. Respond to general executive education phone calls and inquires. (5%)
9. Perform office and concierge services for guests and clients. (5%)
10. Register program participants in appropriate databases. (5%)
11. Manage both domestic and international shipping of pre-work and program materials according to program deadlines and client specifications. (5%
12. Submit compensation contracts for requisitions entered by the accountant. (5%)
13. Process Executive Education check deposits in the accountant’s absence. (5%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (<1%)

CONTACTS

Department: Continuous contact with all Executive Education and Classroom Tech/Facilities Services staff.

University: Frequent contact with faculty including faculty directors, Weatherhead School of Management faculty, UTech, and university central offices.

External: Frequent contact with senior level human resources leaders, middle to senior level managers in prospective and client organizations, program participants, consultants, and external vendors.

Students: Frequent contact with Weatherhead School of Management students, PhD students and program participants.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

QUALIFICATIONS

Experience: 2 or more years of work experience. Strong service orientation experience in a fast-paced environment preferred.

Education/Licensing: High school education required.

REQUIRED SKILLS

1. Customer service skills
2. Attention to detail and highly organized
3. Excellent written and verbal communication skills
4. Excellent grammar and proofreading skills
5. Scheduling and planning skills
6. Able to work independently
7. Ability to keep up with constant needs and changes in a fast-paced environment
8. Proficiency in Microsoft Office Suite
9. Ability to meet consistent attendance.
10. Ability to interact with colleagues, supervisors and customers face-to-face.

WORKING CONDITIONS

Professional office setting, customer focused and results oriented. Fast-paced constantly changing work environment requiring adaptability and flexibility. Must have reliable form of transportation to travel to program locations. May be required to work some evening and/or weekends.

var RichTextValue = PTRTEFillcache('https://employment.case.edu/psp/ERECRUIT_newwin/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL','PT_RTE_IMG_DB_LOC','record://PTRTDB','HRS_SCH_PSTDSC_DESCRLONG$0','1');var TextAreaObject = document.getElementById('HRS_SCH_PSTDSC_DESCRLONG$0');if (typeof(TextAreaObject) != 'undefined' && TextAreaObject != null) TextAreaObject.innerHTML = RichTextValue;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.

.

var RichTextValue = PTRTEFillcache('https://employment.case.edu/psp/ERECRUIT_newwin/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL','PT_RTE_IMG_DB_LOC','record://PTRTDB','HRS_SCH_PSTDSC_DESCRLONG$1','1');var TextAreaObject = document.getElementById('HRS_SCH_PSTDSC_DESCRLONG$1');if (typeof(TextAreaObject) != 'undefined' && TextAreaObject != null) TextAreaObject.innerHTML = RichTextValue;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.

.

var RichTextValue = PTRTEFillcache('https://employment.case.edu/psp/ERECRUIT_newwin/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL','PT_RTE_IMG_DB_LOC','record://PTRTDB','HRS_SCH_PSTDSC_DESCRLONG$2','1');var TextAreaObject = document.getElementById('HRS_SCH_PSTDSC_DESCRLONG$2');if (typeof(TextAreaObject) != 'undefined' && TextAreaObject != null) TextAreaObject.innerHTML = RichTextValue;