Department Assistant 3

1 week ago

Cleveland, United States Case Western Reserve University Full time
Apply for JobJob ID12326 LocationCase Main Campus Full/Part TimeFull-Time Regular/TemporaryRegular Add to Favorite JobsEmail this JobJob Description

Entry Date: January 2024

Employee:

Jobcode and Title: 155023 Department Assistant 3 (SG10,N375)

Business Title: Office Coordinator

Department ID and Name: 311120 Engineering - Development

School: Engineering

Location: Nord Hall

Supervisor Name and Title: Meena Ghaziasgar, Executive Director of Development and External Relations

POSITION OBJECTIVE

Working under occasional supervision, the Department Assistant 3 facilitates dealing with others in the university relative to the office of Development and External Relations at the Case School of Engineering. The department assistant provides administrative support to development staff, including the vice president and associate dean through schedule management, drafting of memos and correspondence, composition of acknowledgement and stewardship letters, and independent planning and logistics management of meetings and site visits. The Department Assistant 3 is responsible for the smooth functioning of the department and also assists with various donor relations event logistics.

ESSENTIAL FUNCTIONS

  1. Schedule internal and external staff and constituent meetings for the Office of Development and External Relations. Provide administrative support for the Associate Dean for Development and External Relations including calendar management. Facilitate communications between department and the university. Coordinate workflow between departments as needed. (20%)
  2. Prepare gift acknowledgements and other mailings to donor prospects. Support the processing and tracking of departmental driven gifts and grants. These tasks to be performed in communication and coordination with the Assistant Director of Development & Special Projects. (20%)
  3. Assist in preparing budgets, manage and reconcile monthly expense statements, and budget forecasting. Prepare and submit travel expense forms for reimbursement. Place orders as necessary; prepare invoices, requisitions, and other standard orders. (15%)
  4. Assist with prospect research; compile prospect lists and track prospects. (15%)
  5. Provide leadership over Advance data management including data input, reporting biographical data, contact reports, and returned mail. Maintain confidential records and manipulate analyzed data. Proactively provide monthly reports for Development team members. (15%)
  6. Perform a variety of clerical duties to assist staff and faculty with projects and events as necessary. Serve as a receptionist as required; direct incoming phone calls, relay messages, and greet visitors. As needed, support the success of the Development team with appointments, travel, reservations, itineraries, briefings, site visit preparations for both on campus, local, and national donor visits. (10%)

NONESSENTIAL FUNCTIONS

  1. Prepare letters, memos, reports and other documents. Perform clerical duties and typing assignments requiring speed and accuracy as required. Maintain filing systems. Proofread documents as necessary. Process confidential information. (5%)
  2. Perform other duties as assigned. (

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