Department Assistant 4

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 $22.13 per hour, depending on qualifications, experience, department budgets, and industry data.

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 under general direction, the Department Assistant 4 provides comprehensive administrative and operational support to the Department of Neurosciences. This position serves as a central coordination role, supporting the Chair and the Director of Operations. The department assistant will develop, implement, and manage procedures to ensure the effective administration and operation of the chairs office, enabling the chair to devote full attention to leading the department. This role serves as a key liaison, providing support and effectively managing multiple internal and external associations and relationships between the chair and other entities, including the office of the dean, Case Western Reserve Universitys academic and administrative units, staff, students, faculty, and external national and international organizations, including other academic institutions, funding agencies, professional societies, industry, and community organizations (including the press) to ensure seamless operations. The department assistant is responsible for delivering strategic HR support, managing faculty appointments and lifecycle processes, ensuring compliance with university policies, and fostering an inclusive and high-performing work environment.

ESSENTIAL FUNCTIONS

• Coordinate the administrative aspects of faculty affairs, including tracking annual faculty reviews, supporting recruitment efforts, posting positions, scheduling Zoom and in-person interviews, coordinating travel and lodging, and providing a comprehensive tour of campus facilities while navigating to interview locations. Maintain personnel records and ensure documentation is accurate and submitted promptly. Work closely with the director of operations and HR to support onboarding, offboarding, and employment changes while maintaining confidentiality. (20%)
• Manage HR recruitment and onboarding processes for the chairs lab personnel, including coordinating job description development, recruitment, posting positions in HCM and Interfolio, and scheduling Zoom and in-person interviews. Serve as liaison with school of medicine HR to ensure adherence to institutional policies and provide a smooth onboarding process for new hires. Keep personnel records up-to-date, ensure proper documentation, and handle all information confidentially. (12%)
• Organize and coordinate logistics for chair-related events, interdepartmental initiatives, city and region-wide brain health program activities, and departmental events, including retreats, symposia, and guest speaker seminars. Ensure seamless coordination among departments and institutes to maintain an efficient workflow. Manage vendor relationships, contracts, catering, and event logistics to ensure successful execution. (18%)
• Process all chair-related purchasing, including requisitions and orders for the department and labs. Track and reconcile chair-related expenses, process reimbursements and travel, and maintain accurate financial records. Provide backup support for departmental financial transactions (purchasing, reimbursements, travel) as needed. (10%)
• Serve as a key liaison among donors, development teams, and internal stakeholders, coordinating donor-related activities and maintaining clear, timely communication. Manage the tracking, processing, and documentation of departmental donations to ensure accuracy and compliance with university policies. Monitor donor engagement, prepare reports, and support stewardship efforts to strengthen ongoing relationships. (10%)
• Provide general office support to ensure efficient daily operations, including maintaining shared documentation systems, coordinating communications, preparing reports, and supporting scheduling across the department. (13%)
• Update and maintain the departmental website and manage social media communications to support departmental visibility and engagement. Keep current on legislation, events, etc. relative to the department of Neurosciences, the school of medicine, or the university. (12%)

NONESSENTIAL FUNCTIONS

• Serve as point person for visitors and external inquiries. (2%)
• Provide backup support to administrative staff as needed. (2%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Daily and continuous contact with the chair, director, faculty, and department staff to collaborate on HR processes, faculty affairs, onboarding, offboarding, support general office operations, scheduling, documentation, and departmental communications. Coordinate events and provide administrative support.

University: Regular contact with interdepartmental colleagues to coordinate logistics for chair-related events and interdepartmental initiatives. Occasional contact with development teams to coordinate donor-related activities and manage communication regarding donations and stewardship.

External: Moderate contact with donors to serve as liaison, coordinate communications, process donations, and support stewardship efforts. Moderate contact with affiliated institutions (VA/University Hospitals/Cleveland Clinic Foundation), collaborators, and administrative operations staff at other institutions to manage relationships and facilitate projects. Occasional contact with potential faculty candidates, guest speakers, travel and accommodation vendors, and general visitors to exchange information.

Students: Occasional contact with students to provide information and support; respond to general inquiries and assist with departmental communications and engagement (including website/social media updates).

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May direct the work of students or temporary employees. Supervise the work of office staff in day-to-day activities.

QUALIFICATIONS

Experience: 6 or more years of related experience required.

Education: High School education required.

REQUIRED SKILLS

• Highly organized, self-motivated, and able to work independently while managing multiple projects simultaneously.
• Excellent oral and written communication skills, with the ability to interact effectively with faculty, staff, students, and external partners. Able to present and articulate ideas clearly.
• Strong organizational skills, including multitasking, prioritizing assignments, managing time effectively, and meeting deadlines. Demonstrates attention to detail and accuracy.
• Proficient in computers and related software, including financial spreadsheets, accounting software, Google Workspace, Microsoft Office Suite, and Adobe Acrobat.
• Willingness and ability to learn new software programs and applications as needed.
• Demonstrated ability to work effectively in collaborative environments.
• Strong problem-solving and analytical skills, with sound judgment and effective decision-making abilities. Proactive in identifying and addressing potential issues.
• Adaptable to shifting priorities, changing demands, and tight deadlines. Demonstrates flexibility and resilience in response to workload variations and stressful situations.
• Consistently courteous and responsive to students, faculty, staff, administrators, and external contacts. Ability to professionally interact with colleagues, supervisors, or customers face-to-face, via email, by phone, and through video conferencing.
• Knowledge of university policies and procedures, with the ability to exercise tact and discretion when working with students.
• 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.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to meet consistent attendance.

WORKING CONDITIONS

This position is located in a general office environment with an open-plan cubicle layout. Workstations are situated close to other professionals, including administrative staff, the director, and the department chair. The shared nature of this space means employees experience frequent, daily interruptions from visitors, colleagues, and individuals seeking assistance or information. The environment requires adaptability to the ongoing noise, interruptions, and distractions common in a collaborative, shared workspace. The employee will perform repetitive motions using computer, mouse, and keyboard to type.

This position involves high demands, including the responsibility to complete large assignments with firm deadlines and the ability to manage some tasks with short lead times.

Hybrid work eligibility is available after successful completion of a 90-day orientation period. Occasional additional work hours may be required to meet deadlines. Flexibility is necessary to meet deadlines and respond to extenuating circumstances.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

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.

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