Mandel School Executive Aide

Case Western Reserve University is committed to providing a transparent estimate of the salary range for this position. The salary range is between $52,705 and $66,672, depending on qualifications, experience, department budgets, and industry data.

About the role

Working with a high degree of independence, the Executive Aide reports to the Dean of the Jack, Joseph and Morton Mandel School of Applied Social Sciences. This independent, professional, forward-thinking, and assertive individual will supervise the daily operations of the Dean’s Office and provide effective administrative support to a variety of task areas.

Responsibilities

• Provide executive assistance to relieve the dean of administrative functions, empowered with autonomy and latitude to support daily functions.
• Maintain the dean's calendar by scheduling appointments, meetings, and arranging telephone and Zoom conferences, including required documentation and briefings. Prioritize the dean’s calendar with high-level university administration and external donors. (30%)
• Oversee travel arrangements and itinerary preparation.
• Maintain the dean's confidential files, including faculty personnel files.
• Serve as the department HR liaison and travel coordinator; ensure understanding of university policies and procedures. Ensure travel and expense forms are completed correctly and timely. (20%)
• Process complex, highly confidential, strategic, and time-sensitive information.
• Collaborate with the Office of the Vice Dean for Academic and Faculty Affairs to advance tenure and promotion materials.
• Coordinate monthly meetings of Mandel School standing committees and faculty meetings; attend and keep accurate minutes. (15%)
• Participate in short- and long-term strategic planning and project management for school-wide events (e.g., Impact Talks, diploma ceremony, emeriti faculty events, Visiting Committee, Endowed Professor Events).
• Assist in financial planning and budget development linked to the strategic plan.
• Make recommendations on policies and procedures; suggest improvements to operations, including new procedures, documentation, and training.
• Coordinate special projects for the dean regarding strategic planning and high-level administrative matters. (20%)
• Research and advise the dean on administrative and procedural matters; identify, research, and evaluate problems for further review.
• Compose intra-school and university communications; serve as an interface with the student body. (10%)
• Perform other duties as assigned. (5%)

Contacts

• Department: Continuous contact with faculty, leadership, and staff of the Mandel School to exchange information.
• University: Regular contact with other university leaders, staff, and faculty to exchange information.
• External: Regular contact with outside government agencies, public and/or private foundations, and donors.
• Students: Continuous contact with current and prospective students to exchange information.

Supervisory Responsibility

May supervise, direct, or lead lower-level staff, temporary, and/or student workers.

Requirements

• High school education with 12 years of related experience OR Associate's degree with 10 years of related experience OR Bachelor's degree with 8 years of related experience.
• Experience at a university or non-profit executive office is preferred.

Skills

• Rigorous attention to detail.
• Punctuality and ability to meet consistent attendance.
• Ability to handle deadlines and stressful situations.
• Absolute confidentiality in all situations.
• Excellent management and organizational skills.
• Excellent interpersonal skills and ability to work harmoniously with varied populations.
• Excellent verbal and written communications skills.
• Ability to set priorities and "multi-task".
• Understanding of key principles of fundraising, especially sensitive communications between the Dean and prospective donors.
• Expertise in Zoom, database, and spreadsheet software (e.g., Microsoft Word, Access, Excel, PowerPoint).
• Demonstrated history of successful support, education, and advocacy for all students, aligned with university values, mission, and messaging.
• Ability to interact with colleagues, supervisors, and customers face-to-face.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.

Benefits

University employees enjoy a comprehensive benefits package that includes:

• Excellent healthcare.
• Retirement plans.
• Tuition assistance.
• Paid time off.
• Winter recess.

Schedule

• Professional office environment with a heavy workload within a hectic academic atmosphere.
• Flexible schedule required; some evenings and early mornings.
• This position is not eligible for the university’s hybrid work policy.