Department Assistant 3

Case Western Reserve University; Cleveland (OH); Hybrid; Full time

Job summary

A leading university seeks a Department Assistant 3 to support medical development programs. Responsibilities include organizing meetings, managing budgets, and liaising with alumni and donors. The role requires strong communication and organizational skills, and offers a hybrid work arrangement.

Benefits

Healthcare

Retirement plans

Tuition assistance

Paid time off

Winter recess

Qualifications

• At least 5 years of secretarial experience.
• High school diploma required; two years of college preferred.

Responsibilities

• Plan and organize meetings and travel arrangements.
• Manage daily departmental operations and support staff needs.
• Compile confidential donor and alumni information.

Skills

Microsoft Office

Communication

Organization

Data Entry

Education

High school diploma

Two years of college

Job description

Join to apply for the Department Assistant 3 role at Case Western Reserve University

Case Western Reserve University is committed to transparency in salary estimates. The starting wage for this position is $19.41 per hour. Employees enjoy a comprehensive benefits package including healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Position Objective

Under general supervision, support all medical development program areas by implementing development and donor relations strategies for the Case Western Reserve University School of Medicine. Perform diverse administrative and clerical duties, manage budgets and expenses, and prepare reports for medical development and alumni relations.

Essential Functions

1. Plan and organize meetings, travel arrangements, and coordinate event logistics, including drafting itineraries and expense reports. (20%)
2. Facilitate communication within the department and coordinate workflow, including meetings with university and medical school personnel, alumni, and donors. (20%)
3. Manage daily departmental operations, support staff needs, and handle complex matters. (15%)
4. Authorize routine expenditures, monitor expenses for events and travel, and prepare budget reports for fundraising initiatives. (10%)
5. Liaise with senior staff to prepare briefing materials and coordinate donor meetings. (10%)
6. Respond to inquiries from alumni and donors about giving opportunities and contributions. Prepare correspondence. (10%)
7. Compile confidential donor and alumni information to support staff and volunteers. (6%)

Nonessential Functions

1. Attend meetings and events, providing staff support. (4%)
2. Perform additional duties as assigned. (3%)
3. Create and maintain prospect and donor tracking reports. (2%)

Contacts

Regular contact with university officials, faculty, staff, alumni, donors, and external partners, including government and community representatives. Infrequent contact with students.

Supervisory Responsibility

None.

Qualifications

• At least 5 years of secretarial experience, including word processing, spreadsheets, data entry, and file management.
• High school diploma required; two years of college preferred.

Required Skills

• Advanced Microsoft Office skills and experience creating databases, mail merges, budgets, and presentations.
• Availability for occasional after-hours and weekend work.
• Organized, creative, accurate, flexible, self-motivated, and responsive under pressure.
• Excellent communication skills and ability to handle confidential information.
• Ability to work independently and collaboratively with a professional demeanor.

Working Conditions

Office environment with occasional evening and weekend hours. Hybrid work arrangement available up to two days remote per week, subject to approval.

Case Western Reserve University is an equal opportunity employer committed to diversity and inclusion. Reasonable accommodations are available for applicants with disabilities.