Job Title: Operations Specialist, Office of the Vice Dean
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8480
Job Description

POSITION OBJECTIVE

The Operations Specialist provides comprehensive professional support to the office of the Vice Dean for Medical Education and to all other divisions in Medical Education as needed. The Operations Specialist must be conversant with all the requirements of the Vice Dean for Medical Education and be able to assist with a wide variety of special projects and reports. This position will support the Vice Dean’s office with all ongoing data retention processes for the LCME reaccreditation process, by taking and retaining minutes at various meetings and by coordinating events and larger meetings with constituents both internal and external to the School of Medicine. The Operations Specialist will also support the Executive Director for Medical Education Operations with day-to-day financial tasks including T&E, check requests and grant submissions. The assistant has access to and must manage highly confidential information requiring the highest level of discretion.

ESSENTIAL FUNCTIONS

Assist with special projects or committees i.e. LCME and other program’s accreditation-related functions, retreats, the Academy of Educator Scholars activities, the “Careers in Medicine” events.Attend regular leadership committee and other meetings as assigned. Take detailed minutes and ensure all documents are filed and accessible per LCME requirements.Conduct follow-up on action items as required. Assist associate and assistant deans as assigned. (50%)Assist the Executive Director for Medical Education Operations with day-to-day financial responsibilities including but limited to T&E, check requests, and proposal submissions. Assist with HR processes for Medical Education including but not limited to faculty and staff hires for all divisions, and APT requirements for Center for Medical Education (CME). (30%)Research issues and concerns and provide detailed summaries of information needed in written, verbal or presentation format for projects and special tasks as assigned.Work with SOM and university departments as well as outside sources in acquiring evaluation data.Assist with such diverse areas as student meetings, faculty meetings, and meetings of the clinical and basic science chairs, donor conferences and solicitations, etc.Must be able to evaluate information across an extremely broad range of issues.(10%)Oversee all official communications from the Vice Dean’s Office.Assure timely responses to both official and informal communications within the Center for Medical Education and the various constituencies.Prepare and/or contribute to the preparation of routine and non-routine reports, briefings, presentations, letters, memoranda and proposals always maintaining the highest level of discretion with confidential information. (10%)

NONESSENTIAL FUNCTIONS

Attend university training sessions to keep up to date with policies and procedures. Encourage staff to attend as well. Identify training and educational resources, in the School of Medicine, the university and elsewhere for all departmental staff.Maintain familiarity with the School of Medicine’s policies, mission and strategic plan.Perform other duties as assigned

CONTACTS

Department: Contact with the vice dean, division managers, faculty, medical students, and office staff.

University: Regular contact with School of Medicine Dean’s Office, vice deans, associate deans, department chairs, directors, faculty, staff and students. Regular contact with research administration and SOM Faculty Affairs offices.

External: Contact with University Hospitals, VA, Cleveland Clinic and MetroHealth Medical Center. Contact with visiting university faculty and officials. Contact with federal, state and local government officials. Frequent contact with community organizers, advocates, healthcare officials, foundation representatives, and academic boards and organizations.

Students: Regular contact with undergraduate/graduate students, professional and medical school students.

SUPERVISORY

No supervisory responsibility.

QUALIFICATIONS

Education/Experience: Bachelor’s degree and 1 or more years of responsible office management experience or high school degree and 6 or more years of progressively more responsible office management. Experience in an academic or medical center setting preferred.

REQUIRED SKILLS

Outstanding communication skills; must demonstrate professional and effective verbal and written communication skills, the ability to clearly and accurately relay information to others and good listening skills.Must be able to compose professional letters and documents.Outstanding interpersonal skills with a demonstrated ability to handle public contact and maintain effective working relationships with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university, and with individuals external to the university.Must have a strong understanding of the tenets of good office management including records, time management, handling of confidential materials, and the uses of computer based office systems.Must be familiar with office operations and technology.Must demonstrate strong analytical and negotiating skills.Project coordination/management experience.Knowledge of manuscript preparation is a plus.Strong organization skills; ability to multi-task, prioritize and meet deadlines.Must demonstrate attention to detail and accuracy, time management skills and follow-through.Must maintain the highest degree of sensitivity and discretion and personal integrity. This position routinely handles highly confidential materials.Must maintain familiarity and demonstrate knowledge of School of Medicine’s priorities, leadership and programs.Ability to work effectively independently, performing position responsibilities with a minimum level of supervision, as well as collaboratively within a team.Must be highly motivated, responsible, dependable and a self-starter.Must show tact and skill in managing conflict and stress. Must demonstrate effective conflict resolution and problem-solving skills, sound judgment and good decision-making, and creativity and innovation.Must demonstrate the professionalism and character necessary to succeed in a demanding work environment.Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timelineWorking knowledge of Microsoft Office with an advanced proficiency with MS Excel, Word and PowerPoint, as well as Google applications is required.Computer presentation skills (PowerPoint and other presentation programs) required.Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.Must be able and willing to accommodate a flexible schedule, including early morning, evening and weekend hours as needed.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

General office environment. The individual will be exposed to pressures arising from meeting deadlines, need for diplomacy in the face of frequent disruptions and change of priorities caused by outside events. The individual will be required to work early mornings, evenings and on weekends as needed.

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.

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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.

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