Executive Assistant and Office Manager (Job 9118)

Case Western Reserve University
Cleveland, Ohio

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details


Working under general direction and reporting to the Associate Dean for Alumni Relations and Development, the Executive Assistant and Office Manager has primary responsibility to provide direct administrative support. The executive assistant and office manager is responsible for the management of all administrative functions of the office of Development and Alumni Relations, processing complex and highly confidential information. This position requires frequent contact with donors and other internal and external constituents in order to coordinate fundraising programs, events, and activities.



  1. Manage associate dean’s time, considering responsibilities by controlling and prioritizing access to the associate dean. Facilitate positive internal and external communications on behalf of the associate dean including correspondence with university administration, faculty, staff, students, alumni, and external organizations and agencies. (20%)
  2. Schedule meetings and resources and resolve scheduling conflicts. Gather and prepare pertinent information for meetings including background materials for agendas. Facilitate all necessary correspondence with meeting attendees including meeting confirmation and taking and distributing minutes. Coordinate activities and monitor status of projects directed by the associate dean. Compile, edit, and check for accuracy materials for reports, correspondence and presentations. (20%)
  3. Support the associate dean in the identification, cultivation, and solicitation of donors by identifying and evaluating prospects, arranging and securing appointments, requesting research, and maintaining the donor database. Make travel arrangements and manage itineraries, accommodations, and national transportation. (30%)
  4. Track and reconcile monthly office budget and forecast future expenditures. Provide input for budget preparation. Process expense reports, requisitions, and other financial requests. (15%)
  5. Hire, train, and direct the work of students and temporary help. Manage students/temporary help workload and schedules. (10%)



  1. Attend university training sessions to keep up to date with policies and procedures. Encourage staff to attend as well. Identify training and educational resources within the university and elsewhere for all departmental staff. Knowledgeable about the university mission, strategic plan, and funding priorities. (4%)
  2. Perform other duties as assigned. (1%)



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

University: Contact with the president’s office, vice presidents, deans, trustees, alumni, director of administration departments, faculty, and staff as required to perform essential functions.

External: Daily contact with donors, alumni, foundation representatives, community organizers/advocates, corporate executives, and federal, state, and local government officials. Contact with visitors, healthcare officials, and academic boards and organizations as required to perform essential functions.

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



Direct the work of students.



Experience: 6 or more years of administrative/executive secretarial experience required. School of Nursing experience preferred.

Education/Licensing: High school education required; Bachelor’s degree preferred.



  1. Knowledge of university policies and procedures is required.
  2. Must be a self-starter and capable of handling multiple tasks.
  3. Must possess a high degree of judgment, maturity, professionalism, and discretion.
  4. Ability to maintain confidentiality is essential.
  5. High degree of energy, creativity, flexibility, organization and interpersonal skills as well as excellent verbal and written communication skills required.
  6. Must be able to work both independently and collaboratively with colleagues. 
  7. Computer proficiency (including Microsoft Office) and the ability to learn new programs.
  8. Ability to meet consistent attendance.
  9. Ability to interact with colleagues, superverse, and customers face to face.



Will be working with individual participants in a safe clinical setting. No travel required.


Working at Case Western Reserve University

Case Western Reserve University is among the nation's leading research institutions. Founded in 1826 and shaped by the unique merger of the Case Institute of Technology and Western Reserve University, Case Western Reserve is distinguished by its strengths in educationresearch, service and experiential learning. Located in Cleveland's University Circle, we offer nationally recognized programs in the arts and sciencesdental medicineengineeringlawmanagementmedicinenursing and social sciences.

Student enrollment exceeds 9,800 students, forty percent of whom are undergraduatesFacultyand students hail from more than 90 countries, with academic interests that reach every region of the world. Case Western Reserve, with the support of individuals, corporations and foundations, aids nearly 100 designated research centers.

As a service-oriented institution dedicated to civic leadership, Case Western Reserve seeks individually and collectively to prepare our students to improve the human condition and to direct the benefits of discovery toward a better society. This effort is not limited to the university's classrooms, laboratories, librariesresidence halls and athletic fields, but includes partnerships with many other institutions. We build these partnerships believing that our ability to improve the human condition should begin in our own community.

Case Western Reserve University remains Ohio's top-ranked school among the nation's premier national universities, as ranked by U.S. News & World Report and is the only Ohio institution ranked in the top 50 nationally. We promote a culture of inquiry marked by rigor, creativity, curiosity, innovation, respect, sensitivity and open communication of ideas.

The university supports interdisciplinary partnerships in education and research with numerous faculty holding joint appointments in more than one Case Western Reserve school or department, as well as at neighboring institutions. These relationships launched many of the unique pairings of science, business and liberal arts into the centers and programs that enhance the undergraduate and graduate experience at the university. Our dual degree programs enrich the educational experience for those students who choose to balance the technical requirements of engineering or the sciences with a strong interest in the humanities.

With more than $375 million in research funding annually, the university attracts outstanding undergraduate and graduate students along with renowned faculty whose research has made significant contributions to the way we live and work. Case Western Reserve counts 15 Nobel laureates among our alumni and current and former faculty, including the first American scientist to ever receive the prize.

Our students' experiences in cultural institutions, clinics, social service agencies and industry are not viewed as “extra-curricular,” but create the learning experience that defines a Case Western Reserve education. The university's service programs in the Cleveland Municipal School District have impacted more than 145,000 students with more than 43 signature programs. The university has launched more than 580 community partnerships on the local, national and international levels. Annually the university sponsors Case for Community Day, an event where hundreds of Case Western Reserve employees and students lend their time and talent to targeted community development projects in the Greater Cleveland area.

Our alumni number more than 110,000 and constitute a “who's who” of every profession. Alumni represent one of the university's strongest resources, playing a vital role in campus life through their work as advisors, mentors, friends and advocates.

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