Department Assistant 3

Case Western Reserve University; Cleveland (OH); On-site; USD 22,000 - 31,000; Full time

Job summary

Case Western Reserve University is seeking a Department Assistant 3 to provide administrative and operational support to the Associate Vice President for Student and Family Connections and related leaders. You will manage calendars, meetings, budgets, purchasing, records, and special projects on campus.

You will support major programs and events, assist with confidentiality under FERPA, and interact with students, families, faculty, staff, alumni, and vendors while ensuring smooth office

Qualifications

• Experience 5 years of related administrative experience required.
• Experience supporting senior admins, managing calendars, budgets, projects, and confidential data.
• Education: High school diploma required; Associate's or Bachelor's degree preferred.

Responsibilities

• Provide administrative support for calendars, meetings, materials, and documents.
• Track expenditures, budgets, invoices, purchasing, and financial transactions.
• Coordinate event logistics and program materials for major initiatives.
• Serve as point of contact for students, families, faculty, staff, alumni, vendors, and visitors.
• Provide coverage for leadership offices during absences and assist with special projects.

Skills

Organizational skills

Multitasking

Attention to detail

Budgeting

Forecasting

MS Office

Communication

Confidentiality

Independence

AI tools

Education

High school diploma

Associate's degree preferred

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Excel

Teams

Word

PowerPoint

Job description

POSITION OBJECTIVE

Working under general direction, the Department Assistant 3 reports directly to the Associate Vice President for Student Affairs, Student and Family Connections. This position provides administrative and operational support to the associate vice president for student and family connections and designated support to the Vice President for Student Affairs and Associate Vice President for Student Affairs and Dean of Students. This position manages calendars, correspondence, meeting logistics, budget tracking, purchasing, records, and administrative projects. This position also provides logistical support for major student affairs programs and events and assists with continuity of administrative operations across designated student affairs leadership offices.

Approximately 50% of the position supports the associate vice president for student and family connections, 25% supports the vice president for student affairs, and 25% supports the associate vice president for student affairs and dean of students. The support provided to the associate vice president for student affairs and dean of students is limited to student affairs responsibilities and does not include administrative support for the dean of students' office.

ESSENTIAL FUNCTIONS

• Provide primary administrative support to the associate vice president for student and family connections. Provide designated administrative support to the vice president for student affairs and associate vice president for student affairs and dean of students. Has overall responsibility for smooth management of calendars, appointments, meetings, committees, and events. Prepare meeting materials, correspondence, agendas, presentations, and other documents. Monitor deadlines and follow up on action items. Receive and respond to routine inquiries and direct matters to the appropriate Case Western Reserve University resource. Maintain organized and confidential records. (30%)
• Provide primary administrative support for the associate vice president for student and family connections' budget. Track expenditures, commitments, balances, invoices, purchasing, reimbursements, and other financial transactions. May authorize routine department expenditures, assist with budget analysis/forecasting, reconciliation, reporting, and preparation of budget information. Maintain organized budget records and identify discrepancies or issues requiring attention. Coordinate purchasing, supplies, equipment, meeting space, and other office operational needs. Provide backup budget or administrative assistance to other student affairs leaders as needed. (25%)
• Provide administrative and logistical support for major programs, events, and initiatives led by the associate vice president for student and family connections. Coordinate event logistics, including space, catering, registration, materials, supplies, communications, and follow-up. Track project timelines, assignments, and deadlines. Prepare program materials, reports, presentations, and documentation. Provide on-campus support for designated evening and weekend programs and events. (20%)
• Serve as a professional and responsive point of contact for students, families, faculty, staff, alumni, vendors, and visitors. Assess routine requests, provide appropriate information, and refer complex or sensitive matters to the appropriate office. Maintain confidentiality when handling student, financial, personnel, and other sensitive information. Handle student information in accordance with FERPA and university policies. Communicate regularly with student affairs administrative and executive support staff to coordinate information and activities. (15%)
• Provide administrative coverage for designated student affairs leadership offices during scheduled leave or unexpected absences. Coordinate with the Executive Aide to maintain continuity of administrative operations when the associate vice president for student and family connections is unavailable. Assist with special projects, data gathering, reports, presentations, and other administrative assignments. Identify opportunities to improve office procedures and administrative efficiency. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with student affairs leadership, executive aid, department assistants, directors, staff, and business operations personnel.

University: Frequent contact with university offices, faculty, staff, students, families, vendors, and campus partners to coordinate meetings, programs, information, and administrative needs.

External: Occasional contact with alumni, families, vendors, community partners, and other constituents.

Students: Daily contact with students to address concerns/problems; use and interpret established procedures; achieve cooperation; and coordinate action to meet university objectives.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May provide coordination and follow-up to student employees, vendors, or others assisting with assigned programs and projects.

QUALIFICATIONS

Experience: 5 years of related administrative experience required. Experience supporting senior-level administrators, managing calendars, tracking budgets, coordinating projects, and handling confidential information preferred.

Education: High school education required. Associate's or Bachelor's degree preferred.

REQUIRED SKILLS

• Strong organizational and administrative skills.
• Ability to manage multiple priorities, deadlines, and calendars.
• Strong attention to detail and follow-through.
• Ability to track and maintain accurate budget and financial information.
• Ability to assist with forecasting, reconciliation, purchasing, and financial transactions.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service skills and ability to remain calm and professional in sensitive situations.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Working knowledge of Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn university administrative and financial systems.
• Strong problem-solving and project coordination skills.
• Ability to work independently and exercise sound judgment.
• Ability to collaborate effectively with administrative and executive support staff.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Ability to maintain consistent attendance and work effectively in a fully on-campus environment.

WORKING CONDITIONS

Work is performed in person and on campus in an office environment with regular interaction with students, families, faculty, staff, university leadership, and visitors. This position requires frequent computer and telephone use and may require movement between campus locations to support meetings, programs, and events. Occasional evening and weekend work is required to support student affairs programs and events.

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.