Executive Aide, Division of Campus Planning and Facilities Management

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $52,705 and $66,672, 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 with a high degree of independence, the executive aide directly supports the Vice President for Campus Planning & Facilities Management and the Associate Vice President for Strategy & Operations to increase their availability for high-level responsibilities. This position is the principal office liaison with the offices of the president, provost, deans, and other vice presidents. The executive aide works with a high degree of independence and is empowered with a wide degree of latitude. The executive aide must proactively identify and address the needs of the vice president and associate vice president and demonstrate the utmost confidentiality and tact when dealing with sensitive matters. The executive aide must maintain a mature, diplomatic, and professional attitude when representing the vice president and associate vice president in all means of communication. This position performs a wide variety of administrative functions and will have to rely on experience, independent judgment and decision-making to plan and accomplish goals. Will work collaboratively with senior leaders across the department to provide support in advancing and coordinating various initiatives.

ESSENTIAL FUNCTIONS

• Develop, manage and coordinate procedures for the effective administration and smooth operation of the office of vice president for campus planning and facilities management. Serve as the principal administrative liaison with executive and senior administration offices, trustees, vice presidents, deans, faculty, staff, students, and external organizations and agencies. Facilitate positive internal and external communications on behalf of the vice president and associate vice president. Actively seek out and recommend improvements to office operations, including new procedures, documentation, and training. Assist others with routine and non-routine inquiries to the office. Investigate and resolve matters of significance on behalf of vice president and associate vice president. May handle a wide variety of matters, situations and conflicts involving all levels of office administration. Responsible for confidential, strategic and time sensitive material. Facilitate the resolution of sensitive and confidential matters. Reconcile monthly expense statements and maintain office expense data and related files. Ensure smooth office operations by maintaining an adequate level of supplies and ensuring all office support equipment is functioning properly and serviced regularly. Maintain the division¿s organization chart in Visio. (40%)
• Serve as a liaison between the vice president, the associate vice president, and the other units of the university as well as the various departments within the campus planning and facilities management. This requires knowledge of university policies and procedures, as well as tact, courtesy, and responsiveness. Set the standard for providing excellent customer service to other academic and administrative units and other members of the greater Case Western Reserve University community. Provide highly sensitive support and effectively manage complex internal and external associations and relationship between the vice president for campus planning and facilities management and other entities, including the president and other senior officers of the university, trustees, deans, students, major individual donors, foundations, governmental agencies, engineering and architectural consultants, etc. Maintain and update the board of trustee¿s campus planning committee agenda. Assist in developing agenda items, board resolutions, and other content as appropriate. Record and document minutes for the committee meetings. Initiate, compose and follow up on general administrative correspondence. Manage various committees to which the leadership is assigned. Coordinate and organize meetings involving large number of internal and external constituents, produce meeting agendas and minutes, draft correspondence, and maintain memberships, mailings and files. (20%)
• Plan and coordinate meetings, seminars, conferences and division functions. Responsible for maintaining the vice president¿s and associate vice president¿s calendars and prioritizing meeting requests to ensure adequate preparation time, travel time, and a balanced schedule. Schedule and coordinate division level events on behalf of the vice president or associate vice president. Prepare correspondence, internal memoranda, reports, and data visualizations as requested. Prepare or contribute to the presentation of routine and non-routine reports, briefings, letters, and memoranda, proposals and presentations using the Microsoft Office Suite. Assist with the preparation of briefs and other reports to support presentations to the board of trustees, president¿s cabinet and other executive-level groups. (20%)
• Identify and triage issues proactively for the vice president and associate vice president. Investigate and resolve matters of significance on behalf of the vice president, associate vice president, and other senior leaders. Coordinate and participate in strategic projects for the vice president and associate vice president. Create monthly reports to inform the vice president and associate vice president regarding availability or changes in funds and provide the gift and pledge data for capital financial planning. Acquire, organize and analyze data for short- and long-term institutional planning purposes from internal and/or external sources. Research, gather and organize information to develop content to create effective materials for reports and presentations. Serve as backup and provide support for other executive aids, assist with routine inquiries, and perform other duties and responsibilities as assigned. May direct and lead work of employees below the managerial level and student workers within or outside the division. Serve as the department liaison for human resource matters, making certain that personnel files are maintained. Orient and assist new staff with policies and procedures. (20%)

NONESSENTIAL FUNCITONS

Perform other duties as assigned. (<1%)

CONTACTS

Division: Daily interaction with the vice president, associate vice president, and other colleagues within the campus planning and facilities management division to maintain workflow.

University: Frequent contact with individuals involved in business, budgeting, finance, human resources, and procurement for the university. Frequent contact with other professional staff within Adelbert Hall.

External: Occasional contact with third party vendors, consultants, contractors, and government agencies engaged in business with the university.

Students: Infrequent contact with students.

SUPERVISORY RESPONSIBILITIES

May direct and lead the work of employees below the managerial level and student workers.

QUALIFICAITONS

Experience: 10 years of progressively responsible executive level administrative experience is required. Experience in facilities management, construction, and/or budgeting/accounting is desired. Experience working in an AAU, R-1 research-intensive university and/or medical facility is desired.

Education/Licensing: Associates degree required. Bachelors degree desired.

REQUIRED SKILLS

• Exceptional administrative, organizational, and time-management skills and a proficient knowledge of Microsoft Office Suite including Visio.
• Commitment to diversity and serving the needs of a diverse community.
• Proven ability to multi-task, problem solve and prioritize work to meet deadlines. Must demonstrate attention to detail and accuracy.
• Demonstrated self-directed work ethic with the ability to work independently with minimal guidance and supervision.
• Possesses professional demeanor and acts with tact, courtesy, and diplomacy. Displays excellent judgment to manage sensitive information in confidence. Able to deal with difficult and sensitive situations in a positive manner.
• Strong customer-service orientation with the capacity to develop and maintain effective working relationships and address the potential and current needs of customers across the university.
• Exceptional ability to communicate both orally and in writing. Ability to adapt to a variety of styles to meet the needs of a diverse audience.
• Able to work well under pressure and manage multiple projects and priorities concurrently.
• Must be able and willing to work in a fast-paced environment and adjust to shifting priorities, demands, and timelines.
• Attention to quality and detail are essential.
• 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.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office environment with pressures associated with short lead times, conflicting priorities and the complex nature of the office functions. Physical conditions involve extensive sitting and use of a computer.

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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