Case Western Reserve University

Compensation

Full Description

POSITION OBJECTIVE Working under general direction and reporting to The Executive Director of Curricular Affairs and the Associate Dean for Curriculum the Office Manager provides both administrative and financial support to the Office of Curricular Affairs. The office manager ensures the smooth operation of office activities and contributes to the effective management of budgets, reimbursements, and other financial processes. This position is responsible for maintaining accurate data on faculty teaching efforts, coordinating logistics for events and meetings, and supporting the leadership team. The Office Manager takes on broader activities in the management of day-to-day administrative tasks in the office, playing a crucial role in facilitating the office's mission to deliver high-quality medical education through efficient administrative and financial operations. ESSENTIAL FUNCTIONS Authorize routine department expenditures, prepare or assist in preparing budgets, reconcile. monthly expense statements, budget analysis/ forecasting, expense reports. Oversee the processing of reimbursements, honorariums, and take a significant role in processing budget reconciliation for various programs and activities within the Office of Curricular Affairs. Authorization of routine department expenditures, budget management and preparation, reconciliation of monthly expense statements, and providing budgetary proposals along with other products to help direct program operations to ensure accurate tracking and management of financial records. Correspond with the executive director of curriculum to develop modifications and revisions to improve the effectiveness of program operations (30%) Process complex and highly confidential information. Provide high-level administrative duties for the associate dean and executive director, including coordinating appointments and meetings, managing calendars, organizing office communications. (20%) Manage attendance tracking and reporting for medical students, including consistent updating of the attendance system for students, managing correspondence between students and society deans regarding attendance or performance issues, and ensuring accurate documentation and compliance with institutional policies. (20%) Arrange meetings and maintain necessary correspondence with attendees; takes minutes. Maintain accurate and timely records of faculty teaching efforts across all years of the curriculum and all basic science and clinical departments. Collaborate with other offices to ensure consistent and reliable data collection and reporting. (10%) NONESSENTIAL FUNCTIONS Keep current on legislation, events, etc. relative to the school of medicine. Coordinate the planning and logistics of faculty development training sessions, meetings, retreats, and curriculum-related events, including organizing audio-visual equipment, catering, and other necessary services. (5%) Relay information on sensitive matters to constituents, external or within the university. Maintain confidential records. The office manager's role is crucial in safeguarding sensitive information related to both students and faculty. Assisting the associate dean in drafting letters of recommendation for both students and faculty. This involves accessing and managing confidential evaluations and personal information. Responsible for maintaining accurate records of student attendance in our database. These records impact students' academic standing and professional evaluations. This position will have access to sensitive student assessments, including board exam scores and responses from graduation questionnaires. Maintenance of individual faculty teaching efforts and access to faculty evaluations. These records are essential for faculty development, evaluations, and promotion considerations. (5%) Administer all aspects of the office including appointments, telephone contacts, correspondence, etc. Manage day-to-day operations of the office, providing general support and ensuring the smooth running of office functions, including visitor management and communications. Submission of faculty appointment applications, supervising the work of office staff in day-to-day activities as needed. (5%) Provide training to staff on how to use systems; troubleshoot when needed. (3%) Perform other duties as assigned. (2%) CONTACTS Department: Daily contact with departmental staff to maintain workflow; regular contact with Associate Dean for Curriculum, Executive Director, as well as other departmental staff within Medical Education such as the Registrar's Office, Office of Student Affairs. University: Moderate contact with other university departments on an as needed basis to exchange information, such as Finance, Human Resources, and University Technology (UTech). External: Occasional contact with travel and accommodation vendors to exchange information. Occasional contact with other medical schools, service providers, and event support personnel for meeting and event logistics, including catering, audiovisual setup, and retreat planning. Students: Frequent contact with students to exchange information, schedule meetings, or to support student-facing events. SUPERVISORY RESPONSIBILITY This position has no direct supervision of staff employees. Oversee general operations of clerical staff. QUALIFICATIONS Education/ Experience: High school and 6 years of related administrative, financial or secretarial experience required. Bachelor's degree preferred. REQUIRED SKILLS Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively. Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making to manage complex administrative processes. Ability to operate copy and fax machines to perform calculations and produce documents. 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. Proficiency in financial management, including budget preparation, expense reconciliation, and forecasting. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management systems. Ability to meet consistent attendance. Ability to manage multiple tasks, prioritize effectively, and meet deadlines. 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. Must have proven ability to establish rapport with employers, alumni, staff, faculty and students. Ability to interact with colleagues, supervisors and customers face to face; capacity to work independently and collaboratively in a fast-paced environment. WORKING CONDITIONS General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. May occasionally require evening hours to support events, retreats, or time-sensitive projects. Some lifting or moving of materials may be required for event setup or office organization. Frequent use of a computer and other standard office equipment. Position is eligible for hybrid/remote work schedule, in accordance with the university's hybrid work policy, after completion of 90-day orientation period.