Overview
Administrative Services Asst, Professional Wkr III, Professional Trainee II & I – Farrington Complex Jobs in Hawaii at Hawaii State Department of Education
Salary Grade
Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $25.34 per hour.
Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.
Job Description
POSITION OBJECTIVE
Working with a high degree of independence, the Administrative Manager works directly with the Dean of the College of Arts and Sciences to support all aspects of day-to-day work. This individual works in a highly professional manner to create efficiencies and support such that the dean can remain at a strategic level in a college with high volume, which serves an important educational and research mission. This position will require a high level of confidentiality and extensive knowledge of college programs, policies, and current issues. The incumbent will serve as a “problem solver¿ to knowledgably manage the dean’s email and appointment schedule; prioritize access requests to the dean; and ensure the dean is prepared for all meetings and activities. 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 supervision with a wide degree of creativity and latitude. This will also include managing the dean’s outreach to stakeholders such as students, parents, alumni and donors (in conjunction with the college Development team), other university leaders, and community partners.
ESSENTIAL FUNCTIONS
Manage the dean’s email and appointment schedule. Determine the priority of matters for attention, delegating items to associate deans and others as needed and handling matters personally as appropriate. Keep the dean aware of time-sensitive or high priority issues and strategize completion of action items following critical meetings. Ensure consistent follow up and good communication between the dean and others, including higher administration (President, Provost, etc.). Compose messages and other correspondence for the dean with attention to accuracy and tone. (20%)
Maintain the dean’s calendar with the highest level of accuracy. Schedule meetings, appointments, travel, and engagements, mindful of the flow of activities, travel times, and preparation needed for each. Minimize over-scheduling and leverage delegation to associate deans and others as appropriate. Implement a system for daily, weekly, and monthly calendar review. Meet with the dean regularly to review the calendar to keep the dean on task and well prepared. Proactively manage the dean’s calendar by resolving and anticipating any conflicts well in advance. Coordinating with the various units of the dean’s Office, create, implement, maintain, and manage the Dean’s Office annual master calendar. (20%)
Serve as a liaison between the dean and university leadership, faculty, staff, and other internal and external audiences. Provide advice on approach and strategies to reach a variety of stakeholders with positive outcomes (community members, donors, faculty, parents, other university leaders, etc.). Represent the dean when needed at meetings and track meetings with stakeholders to provide a record for continued follow-up. (15%)
Draft schedules, agendas, presentations, briefings, and remarks for events and meetings with internal and external audiences (in conjunction with our communications manager and/or the college’s development team) including faculty chair meetings; faculty executive committee meetings; faculty, student, and alumni events; and activities with institutional partners, or current and/or prospective donors. Prepare contact notes on event attendees and maintain strong records of contacts and relationships. Attend meetings with the dean and direct follow-up communications and actions in consultation with the dean. (10%)
Supervise the Manager of Special Events. Assess performance, identify strengths and areas of improvement; conduct annual performance reviews. Ensure that goals, deadlines and standards of performance are met. As needed, recruit, select, hire and train the manager of special events. (10%)
Review, and when necessary, revise briefing documents, agendas, scripts, and other materials that are provided to the dean. Coordinate and manage all materials related to the dean’s daily schedule, interviews with faculty candidates, departmental activities, annual performance reviews and special events scheduling upcoming events including briefing documents, itineraries, interview materials, agendas, scripts, travel arrangements, etc. (10%)
Make space, transportation, lodging and other necessary arrangements for meetings and off-campus academic travel. Track all business-related travel on behalf of the dean. Maintain the dean’s expense records and submit reimbursement requests for the dean’s business-related expenses (whereby staff can assist with this). Oversee the dean’s development travel schedule in conjunction with the Associate Dean of Development. (10%)
NONESSENTIAL FUNCTIONS
Manage special projects for the dean which may focus on highly sensitive and confidential initiatives connected with donors, academic projects or other areas. Monitor and coordinate activities to meet milestones and ensure good communication among stakeholders to drive project success. (5%)
Perform other duties as assigned. (<1%)
CONTACTS
Department/School: Daily communication with the 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 and 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.
SUPERVISORY RESPONSIBILITY
Supervise the Manager of Special Events.
QUALIFICATIONS
Experience: 5 years of progressively more responsible administrative experience required. Prior experience supporting high-level administrators in a demanding academic setting or non-profit preferred.
Education: Bachelor's degree required. Master's degree preferred.
REQUIRED SKILLS
Exceptional oral and written communication skills are a priority.
Excellent organizational abilities and punctuality, proficiency handling multiple tasks and deadlines, and a high attention to detail is required.
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.
Current experience or successful training/mastering of Case Western Reserve University's Student Information System, Faculty Information System, Interfolio, CampusGroups, Canvas, Qualtrics, HCM, electronic calendar and file sharing systems.
Experience on both Windows-based and Apple systems helpful.
Must exhibit the highest degree of confidentiality, discretion, tact, and diplomacy in receiving and communicating sensitive matters to university and external constituents.
Considerable pressure is associated with this position due to multiple deadlines, conflicting priorities, and short lead times, frequent interruptions, and handling of confidential information.
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.
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.
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.
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.
EEO Statement
Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.
Reasonable Accommodations
Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.
.
Show more
Title: Administrative Services Asst, Professional Wkr III, Professional Trainee II & I – Farrington Complex
Company: Hawaii State Department of Education
Location: Hawaii
