Institute Operations Assistant

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 $19.32 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 from Medical Mutual Executive Director for Community Health,

provide administrative support to the Institute for Population and Community Health. This

individual will have responsibility for supporting the day-to-day administrative functions of Case

Western Reserve University¿s third floor space at the Warren E. Anderson MidTown Collaboration Center including

providing excellent customer service and a positive guest experience for university and

community partners; creating consistent and reliable communications related to room

reservations, general office needs, and institute project needs; and supporting office space

operations.

This position contributes to institutes mission of bridging the collective strengths of the Greater

Cleveland community and Case Western Reserve University to co-create equitable health

outcomes. Assignments may be long term and require the individual to rely on own resources in

task accomplishment. By creating a welcoming and supportive environment, this position

promotes collaboration and provides community and university partners with easily accessible

meeting space. In addition, this position expands institutes ability to coordinate activities and

strengthens the promotion of its activities.

ESSENTIAL FUNCTIONS

1. Has overall responsibility for supporting the operations of the third-floor space including

ensuring that the Warren E. Anderson MidTown Collaboration Center room reservations, general office space,

and meeting needs are understood and addressed; and meeting spaces and general areas

are tidy and organized. (30%)

2. Facilitate communications between the institute and third floor colleagues to ensure

transparency around operational items and an efficient and clear flow of information.

Support the institutes external communications efforts including promotion of institute and

partner activities (e.g. LinkedIn posts, website updates, etc.). Ensure consistent and clear

communications with community and university partners related to meeting space and

project needs. (20%)

3. Perform varied duties of an administrative/clerical nature requiring accuracy including

helping to maintain an accurate listing of space usage to support accurate internal and

external reporting, monitoring the institutes evaluation metrics and providing additional

administrative support as needs arise (e.g. submitting meeting expenses, supporting the

development of documentation, etc.). (15%)

4. Coordinate workflow between university departments as needed, including ensuring any

audio/visual issues are reported promptly to University Technology for resolution, supply

needs are communicated in a timely manner, and other office needs that arise (e.g. printer

issues, room temperature, etc.) are quickly identified and resolved. Support communication

of any university tenant needs to key building points of contact. (10%)

5. Serve as the primary front desk point of contact, ensuring that colleagues and guests are

warmly welcomed to the space. As available, direct the work of student concierge

receptionists to support institute operations. (10%)

6. Schedule, organize, plan, and participate in institute meetings that support key goals. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with institute staff and/or faculty to maintain workflow.

University: Contact with other university departments on an as needed basis to exchange

information.

External: Frequent contact with community groups to provide clear information and understand

needs related to meeting or institute projects.

Students: Direct the work of student concierge receptionists.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. Oversee the work of student

concierge receptionists.

QUALIFICATIONS

Experience: 3 to 5 years of related secretarial experience required.

Education: High school education required.

REQUIRED SKILLS

1. 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 for the needs of the audience.

Talking to others to convey information effectively.

2. Ability to work in a fast-paced environment, juggle multiple demands, and triage needs.

3. Ability to actively learn - understanding the implications of new information for both current

and future problem-solving and decision-making.

4. Ability to operate printer and A/V equipment and troubleshoot.

5. 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.

6. Ability to meet consistent attendance expectations.

7. Ability to interact with colleagues, supervisors and customers face-to-face in a professional

and respectful manner.

8. Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using a computer,

mouse and keyboard to type and may perform light lifting (no more than 20 pounds).

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.

.