POSITION OBJECTIVE
Working with a high degree of independence and reporting to the Vice President for Student Affairs, the Executive Assistant provides administrative management to the Office for Student Affairs and is a resource to all division staff regarding student affairs and Case Western Reserve University policies, procedures, and protocols. This position relieves the vice president of operational and administrative details and performs administrative functions that require a thorough knowledge of university policies, procedures, and operations. Develops, implements, and manages office procedures and designated programs and events. Acts as a liaison on behalf of the vice president for student affairs with various university departments, students, families, alumni and the public, in person, by telephone, e-mail, and correspondence. Serves as a member of the vice president for student affairs leadership council.
As a student life professional at Case Western Reserve University, this position will be expected to contribute to building a welcoming community, and contributing to a collaborative work culture. Collaboration of the various backgrounds and perspective of our team helps our community thrive by working together, focusing on collective well-being, and helping students gain insight from their academic endeavors and real-world experiences.
ESSENTIAL FUNCTIONS
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Provide executive assistance to relieve the vice president of administrative type functions with a wide degree of creativity and latitude; utilize university-approved generative AI tools to efficiently draft correspondence, communications, agendas, speeches, summarize lengthy reports; develop office procedures.
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Process complex and highly confidential, strategic and time-sensitive information. Research a variety of sensitive issues on behalf of the vice president for student affairs, as well as to the offices of the president and provost regarding student related matters. Make recommendations to management on policies and procedures. In keeping with the visions and missions of the division of student affairs and the university, draft new and review policies in response to needs of the office and/or the division of student affairs. Review proposals for policies and procedures submitted to the vice president for student affairs. (15%)
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Participate in short- and long-term strategic planning and program implementation for the division of student affairs and student organizations. Coordinate events and programs on behalf of the vice president for student affairs; Serve as an advisor to student organizations that are recognized through the office for student affairs, serve as an administrative advisor to organizations with complicated travel and programming that needs the support of the Office of the Vice President
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Financial planning and budget development linked to strategic planning. (15%)
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Responsible for preparing, reviewing and submitting new faculty appointments and promotion packets in a timely manner and preparing faculty reappointment contracts each academic year. Working with the division human resources director, serve as the department human resources liaison; maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner. (7.5%)
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Recruit, supervise and train department assistant(s) and develop procedures that provide for an effective, efficient university office of the vice president for student affairs
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Seek out and suggest improvements and resolutions to university operations, including new procedures, documentation and training specifically regarding those policies that directly affect students and student organizations with regard to minimizing a negative impact on student life, such as with procurement, parking, space, and unexpected emergencies, etc. (6%)
NONESSENTIAL FUNCTIONS
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Determine office equipment needs, order, train staff, and schedule maintenance. (1.5%)
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Represent the office of the vice president for student affairs
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Perform other duties as assigned. (1.5%)
CONTACTS
Department: Regular daily contact with the vice president for student affairs, all associate and / assistant vice presidents for student affairs, deans, and professionals in the office of the vice president for student affairs to manage calendars, resolve issues, schedule meetings, events, and travel, expenses and operations and provide information and support. Daily contact with the staff of the president and provost offices to provide information and support.
University: Regular contact with division directors, university vice presidents, deans of schools and the college, senior administrators in other central offices as necessary to resolve issues, provide information and to coordinate programs and events. Contact with faculty as needed.
External: Occasional Infrequent contact with peer institutions, consultants, outside agencies and upper-level executives, both at the national and international level on behalf of the vice president for student affairs to manage calendars, schedule meetings, events, and travel. Occasional interaction with public/ private foundations, donors, alumni, members of the business community and Board of Trustees to manage calendars, schedule meetings, events, and travel.
Students: Frequent contact with students to resolve issues, provide assistance with programs, and provide general information and communications.
SUPERVISORY RESPONSIBILITIES
Direct supervision of one full-time Department Assistant 2.
QUALIFICATIONS
Experience: 10 years of progressively responsible administrative experience required.
Education: Associate's degree required.
REQUIRED SKILLS
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Tact, professionalism, integrity, reliability, maturity, discretion, and confidentiality are mandatory given the customers and the confidential nature of the data handled by the office and division
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Commitment to serving all students, partners and other constituents and stakeholders.
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Ability to effectively use AI, and do so ethically and securely, maintaining strict adherence to data privacy and confidentiality protocols when handling sensitive student or university data. Accounting and budgeting skills.Ability to effectively use AI, and do so ethically and securely, maintaining strict adherence to data privacy and confidentiality protocols when handling sensitive student or university data.
- Strong organizational skills and careful attention to detail.
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Strong written and verbal communication skills.
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Ability to work collaboratively and set priorities.
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Must have a positive ¿.
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Ability to demonstrate 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.
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Must be very proficient in multiple computer platforms, including advanced proficiency in Google Workspace (Gmail, Google Docs, Sheets, Slides, Drive, Calendar, etc.), and the Microsoft Office Suite (
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Must have
- Ability to exercise sound judgment and good decision making to plan and accomplish goals.
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Ability to meet consistent attendance.
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Ability to interact with colleagues, supervisors and customers face to face.
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Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
WORKING CONDITIONS
Professional office environment. Physical conditions involve extensive sitting and prolonged use of the telephone and repetitive motion using computer mouse and keyboard to type. Pressures associated with short lead times, conflicting priorities, heavy workload and the complex nature of the office functions. Some flexibility may be needed to meet deadlines or provide support during meetings. Must manage and facilitate seamless hybrid environments, including configuring Zoom and other video conference software, managing asynchronous digital collaboration, and maintaining a welcoming and supportive team across remote and in-person staff.
