Description
POSITION OBJECTIVE
The Executive Assistant to the Dean and Chief of Staff serves as a strategic operations leader within the Case Western Reserve University School of Medicine. Supporting the Dean in their dual role as Dean and Senior Vice President for Medical Affairs, this position manages complex priorities, oversees executive communications, and ensures alignment across academic, research, and administrative functions. With broad authority to assess needs, investigate options, and implement solutions, the executive assistant navigates confidential matters, institutional policies, and high-level engagements with internal and external stakeholders. This role demands discretion, sound judgment, and a deep understanding of university operations to advance the mission and effectiveness of the dean's office.
ESSENTIAL FUNCTIONS
Oversee the operational integrity of the dean's office. Provide strategic oversight of the dean's schedule, ensuring optimal time allocation and responsiveness to high-priority requests. Exercise diplomacy and tact in managing sensitive engagements. Collaborate with the chief of staff to manage the office's operating budget. Monitor expenditures, analyze performance metrics, and forecast financial needs. Provide fiscal guidance and adapt to environmental shifts impacting operations. Design and implement support systems that enhance operational efficiency. Evaluate and adopt emerging technologies, including AI tools, to modernize office practices and improve service delivery. Ensure alignment to mission and strategic plans in all activities. (25%)
Provide high-level strategic support to the dean and chief of staff by conducting research, synthesizing information, and preparing executive-level briefings and presentations. Engage with internal departments and external entities to gather and evaluate data, ensuring accuracy, timeliness, and compliance with institutional and legal standards. (15%)
Direct the flow of official communications from the dean's office in collaboration with the School of Medicine Communications Director. Maintain expert-level understanding of university policies and procedures. Serve as a liaison to state and national organizations, managing communications and materials with precision and professionalism. Ensure strategic alignment, timely responses, and appropriate messaging across internal and external audiences. Monitor media and communications landscapes to anticipate needs and mitigate risks. (20%)
Lead the development and execution of administrative goals, policies, and procedures. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative and support systems and internal reporting relationships; identify opportunities for improvement, direct the implementation of changes. Apply institutional knowledge and discretion to manage confidential matters and support strategic planning through data-driven reporting and analysis. Directly supervise the executive aide; define and assign individual tasks, maintain schedules and standards, conduct performance reviews and administer disciplinary actions. (10%)
Plan and execute meetings and events involving clinical and basic science chairs, as well as annual school events, ensuring alignment with institutional goals. Evaluate broad-ranging information to drive continuous improvement and uphold service excellence. (10%)
Lead and coordinate special projects aligned with the dean's strategic initiatives. Prepare materials, analyze data, and facilitate cross-functional collaboration to ensure successful execution. (10%)
NONESSENTIAL FUNCITONS
Represent the Dean's Office on strategic committees and initiatives. Document proceedings, track action items, and ensure follow-through on institutional priorities. (5%)
Perform other duties as assigned. (%)
CONTACTS
Department: Regular contact with department staff to maintain workflow; address concerns/ problems; adjust work schedules/ procedures and to interpret established procedures.
University: Frequent engagement with vice deans, department chairs, faculty, staff, and university leadership including the President's Office and Provost to exchange information, facilitate and promote joint action/ cooperation to achieve immediate operating results.
External: Regular interaction with affiliated medical centers (University Hospitals, VA, Cleveland Clinic, MetroHealth), government officials, academic leaders, foundation representatives, and community stakeholders to coordinate actions and communications required to meet university/ school objectives.
Students: Contact with undergraduate, graduate, and professional school students to exchange information.
SUPERVISORY RESPONSIBILITIES
Directly supervise one executive aide
QUALIFICATIONS
Experience: 7 to 10 years of progressively more responsible office management and executive assistant experience. Preference will be given to experience in an academic or medical center setting. Grants management experience a plus.
Education: Bachelor's degree in a business, science or health related field.
REQUIRED SKILLS
Ability to assess complex situations, identify key issues, evaluate alternatives, and make informed decisions aligned with institutional priorities.
Exceptional written and verbal communication skills, including the ability to craft and manage high-stakes correspondence, presentations, and messaging across various audiences. Ability to interact with colleagues, supervisors, and customers face to face.
Proven experience in managing multifaceted projects, coordinating cross-functional initiatives, and overseeing daily operations in a high-profile executive office.
Demonstrated ability to handle sensitive information with the utmost discretion, integrity and professionalism.
Strong understanding of university policies, academic governance, and regulatory requirements, with the ability to ensure compliance and guide others accordingly.
Skilled in building and maintaining relationships with internal leadership, faculty, staff, and external partners including healthcare institutions, government agencies, and community organizations.
Competence in budget development, financial analysis, and expense forecasting to support strategic planning and resource allocation.
Familiarity with modern office technologies, including scheduling platforms, data management systems, and emerging tools such as AI for operational efficiency.
Ability to plan, organize, and execute high-level meetings and events, ensuring alignment with institutional goals and stakeholder expectations.
Capacity to thrive in a dynamic environment, anticipate needs, and proactively address challenges with resourcefulness and resilience.
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.
Ability to meet consistent attendance.
WORKING CONDITIONS
Identify the working conditions and physical demands which relate to the essential functions of the position, such as working indoors/outdoors, working with exposures to hazards, etc. Include special considerations for the position, such as occasional travel or necessary overtime.
Requirements
QUALIFICATIONS
Experience: 7 to 10 years of progressively more responsible office management and executive assistant experience. Preference will be given to experience in an academic or medical center setting. Grants management experience a plus.
Education: Bachelor's degree in a business, science or health related field.
