Description
POSITION OBJECTIVE
Working under general direction, the Department Assistant provides high-level administrative support to the executive faculty and serves as a collaborative team member supporting all areas of medical education. This role ensures the efficient operation of departmental activities, supports various medical education programs, and collaborates across 11 sub-units to maintain seamless program delivery. The incumbent will handle complex administrative tasks, manage sensitive information, and serve as a liaison between internal and external stakeholders.
ESSENTIAL FUNCTIONS
1. Provide administrative support to executive leadership faculty, including managing complex calendars, scheduling meetings, coordinating events, and arranging travel. Assist with project management tasks related to medical education programming under development by executive leadership, including innovative, longitudinal initiatives designed to enhance student experience across all phases of the medical curriculum. Provide logistical and administrative support for committees, including scheduling meetings, preparing agendas, taking minutes, and tracking action items. Ensure follow-through on committee charges and initiatives, maintaining accurate records and facilitating communication between members. Coordinate special initiatives and high-level projects as assigned. (40%)
2. May authorize routine departmental expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, conduct budget analysis and forecasting, and prepare expense reports to support effective fiscal management. Additionally, provide comprehensive administrative and operational support for the Office of Medical Education and its 11 sub-units. Key responsibilities include processing reimbursements, travel and expense (T&E) submissions, and supply orders for staff and students; coordinating routine purchasing, room reservations, and departmental calendars; supporting student-focused programming by tracking event expenses and ensuring timely processing of requests; and serving as the primary point of contact for general operational needs across all sub-units. (25%)
3. Assist the department¿s HR liaison with tasks such as posting job openings, coordinating onboarding and offboarding, tracking annual reviews, scheduling interviews, and maintaining current job descriptions. (20%)
4. Sort and distribute incoming mail, stock and maintain office supplies, and perform general administrative duties to support smooth daily operations. Provide backup support across sub-units during staff absences or peak periods to ensure programming continuity and consistent service delivery. (10%)
NONESSENTIAL FUNCTIONS
1. Perform other duties as assigned. (<5%)
CONTACTS
Department: Daily (continuous) contact with faculty, administrators, directors, and staff to maintain workflow.
University: Moderate contact with faculty, administrators, directors and staff within other departments and schools of Case Western Reserve University.
External: Moderate contact with faculty, administrators, directors and staff within the affiliated hospitals: University Hospitals Cleveland Medical Center, MetroHealth Medical Center, the Cleveland Clinic, and Louis Stokes Cleveland VA Medical Center to coordinate meetings and share information. Contact with businesses, government agencies, non-affiliated hospitals, and universities to coordinate meetings.
Students: Moderate contact with university program and Lerner college program students at Case Western Reserve University School of Medicine to meet student needs.
SUPERVISORY RESPONSIBILITY
This position has no direct supervisory responsibilities but may guide student workers or temporary staff on specific tasks.
QUALIFICATIONS
High school education and 5 years of related administrative, financial, or secretarial experience required. Bachelor¿s degree preferred.
REQUIRED SKILLS
1. Must possess a high level of maturity, professionalism, judgment, and discretion.
2. Excellent written and oral communication skills, including taking the time to understand points being made and asking questions as appropriate.
3. Ability to actively learn and understand the implications of new information for both current and future problem-solving and decision-making.
4. Ability to balance competing needs of wide-ranging activities, events, and deadlines.
5. Strong typing skills with advanced proficiency in office software, including Google Suite and Microsoft Office.
6. Must be team-oriented and foster a positive work environment.
7. Must be multi-task oriented with ability to prioritize assignments from multiple supervisors.
8. Demonstrated history of 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.
9. Ability to interact with colleagues, supervisors and customers face to face.
10. Ability to meet consistent attendance.
11. Willingness to learn and utilize Artificial Intelligence (AI).
WORKING CONDITIONS
General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type. Must be able to work some weekends, early morning, and evenings.
Requirements
QUALIFICATIONS
High school education and 5 years of related administrative, financial, or secretarial experience required. Bachelor¿s degree preferred.
