Executive Assistant

POSITION OBJECTIVE

Working with a high degree of independence, the Executive Assistant provides a high level of pro-active executive assistance to the Dean of the College of Arts and Sciences and manages a variety of academic and administrative functions within the Office of the Dean. This position will require a high level of confidentiality and extensive knowledge of college programs, policies, and current issues. The executive assistant will serve as a "problem solver” to knowledgably manage the Dean’s calendar with awareness of the number and types of meetings that work together in a day; the time needed between different meetings; materials needed for each meeting; and, how to prioritize access requests to the Dean. This position will serve as a key liaison between the dean and all others and involves highly responsible and highly confidential, complex, strategic, and time sensitive work, which must be performed with the highest level of professionalism and a minimum of supervision with a wide degree of creativity and latitude.

ESSENTIAL FUNCTIONS

1. Provide pro-active executive assistance to the dean. Manage the dean’s email and appointment schedule. Coordinate briefing documents, interviews with faculty candidates, departmental activities, annual performance reviews and special events scheduling, maintaining a strong understanding of the university’s policies and procedures and maintaining strict confidence. Make arrangements for meetings or off-campus academic travel. Track all business-related expenditures (i.e., travel, accommodations, entertainment, etc.) on behalf of the Dean. Maintain the dean’s expense records and submit reimbursement requests for the Dean’s business-related expenses. Oversee the dean’s development travel schedule in conjunction with the Associate dean of development. Manage all materials from the dean’s office to appropriate offices on campus, e.g., president, provost, registrar, research administration, university development, human resources, graduate studies, undergraduate studies, and constituent faculty of the college. Responsible for the preparation and transmittal of materials from the dean’s office to other schools within the university. (40%)

2. Provide administrative management of the college’s Executive Committee, Committee on Appointments, Committee on Educational Programs and Chair Council. Prepare agendas and supporting materials which may be confidential in nature, maintain attendance and record official meetings or meeting notes. Responsible for the administrative management of all tasks assigned to these committees and follow up with other committees, schools or offices when needed, seeking out and suggesting improvements, including recommending new procedures, documentation, and training. Set annual meeting schedules for the College of Arts and Sciences Chair Council, Executive Committee, Committee on Appointments, and Committee on Educational Programs. Set semester meeting schedules for Budget Subcommittee, Graduate Committee, and Faculty Development Committee. Provide administrative support of advisory and/or ad hoc committees of the college, as assigned by the dean. Maintain official faculty roster for the college. Maintain annual rosters for Executive Committee, Committee on Appointments, Committee on Educational Programs, Budget Subcommittee, Graduate Committee, Faculty Development Committee, Chair Council, College of Arts and Sciences Faculty Senators and Department Chairs. Coordinate all regular and special faculty meetings for the College of Arts and Sciences. This includes the preparation of agenda and supporting materials, which may be confidential in nature, attendance at meetings, preparation of official minutes, and follow-up with other committees, schools or offices as appropriate. Provide administrative support for dean’s annual leadership retreat with associate and assistant deans, department chairpersons and others. This includes the preparation of agenda, supporting materials and other meeting details. (32%)

3. Conduct the faculty elections to standing committees and Faculty Senate in accordance with college by-laws. Election results reported to various university offices as required. Oversee the process for filling committee vacancies (sabbatical or research leave replacements, other vacancies). Ensure all forms are completed correctly and in a timely manner. Oversee the voting process for amending college by-laws Maintain up-to-date knowledge of college and university by laws, policies, guidelines, and procedures to assist the deans, department chairpersons, faculty members, and co-workers. (10%)

4. Responsible for the college’s annual revisions to the university General Bulletin. Responsible for the maintenance and upkeep of the College’s forms and documents webpage. Responsible, on behalf of the college, for upkeep and data entry of regular and special faculty appointments within the Faculty Information System (FIS). (6%)

5. Provide coordination and administrative management of the rotating three-year review process for academic department chairs. Coordinate and provide communication with department faculty and administrative staff as well as dean’s group meeting with department faculty members. Coordinate meetings with individual faculty members, consult with Executive Committee and transmit the dean’s recommendation to the provost/president. Manage the confidential transmittal of information and materials. (6%)

6. Provide administrative support to the Director of Staff and Administration for the College’s various annual administrative processes including promotion and tenure, sabbatical requests, emeritus requests, faculty searches (via Interfolio and/or CampusGroups), and regular and special faculty appointments. (6%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (<1%)

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

CONTACTS

Department: Daily communication with dean, associate deans, assistant deans, faculty, administrative and support staff.

University: Daily communication with all areas within the university community, including the Office of the President, Provost and Finance Administration.

External: Daily communication with government agencies, peer institutions, consultants, public/private foundations and other outside agencies, donors, alumni, members of the business community and members of the Board of Trustees. Extensive telephone, in-person, and on-line contacts with individuals within and outside the university: professional associations, administrators and staff from other colleges and universities, Board of Trustees members, advisory and review committee members, parents, students, alumni, donors, representatives from granting institutions and accrediting agencies, members of the business community.

Students: Daily communication with current and prospective students.

QUALIFICATIAONS

Experience: 6 years of progressively more responsible administrative experience required. Prior experience supporting high-level administrators in a demanding academic setting or non- profit preferred.

Education: High School education required. Associate’s degree preferred.

REQUIRED SKILLS

1. Excellent oral and written communication skills are a priority.

2. Excellent organizational abilities and punctuality, proficiency handling multiple tasks and deadlines, and a high attention to detail is required.

3. Extensive computer experience required, including expertise with word processing software, including Word, Access, Excel, PowerPoint and general database management, web page building and maintenance, presentation software, spreadsheets, Google Office, and Box. Proficient with email, database management and downloading data from internet websites required.

4. Current experience or successful training/mastering of CWRU’s Student Information System, Faculty Information System, Interfolio, CampusGroups, Canvas, Qualtrics, HCM, electronic calendar and file sharing systems.

5. Experience on both Windows-based and Apple systems helpful.

6. Must exhibit the highest degree of confidentiality, discretion, tact, and diplomacy in receiving and communicating sensitive matters to university and external constituents.

7. Considerable pressure is associated with this position due to multiple deadlines, conflicting priorities, and short lead times, frequent interruptions, and handling of confidential information.

8. A desire and a demonstrated ability to work closely as a team member, anticipating and coordinating the overall work in the dean’s office is required. Discretion, good judgment, maturity, tact, and diplomacy are essential.

9. Must demonstrate a high level of professionalism both in demeanor and in appearance, initiative, energy, creativity, and flexibility. Tact, maturity and discretion are mandatory given the customers and the confidential nature of the data handled by the office.

10. Ability to meet consistent attendance.

11. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS General office working environment. Considerable pressure is associated with this position as a result of conflicting priorities, short lead times.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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

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Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.