Assistant and Office Manager - Case Western Reserve University
Cleveland, OH
About the Job
POSITION OBJECTIVE
The Assistant and Office Manager will play an integral role in supporting the Marian K. Shaughnessy Nurse Leadership team in achieving its mission of becoming the leadership destination. The position will provide critical management support for all marketing, communications, and events related to the academy.
ESSENTIAL FUNCTIONS
1. Scheduling Management: Manage the scheduling needs of the leadership team. Maintain an organized calendar, encompassing all Shaughnessy Nurse Leadership Academy events. Execute communication of critical information to department leadership. (20%)
2. Meeting Coordination: Demonstrate meticulous planning and organization by coordinating meetings in a timely manner. Manage banquet event orders, alcohol use forms, and other key documentation ensuring all meeting logistics are arranged. Oversee the production of name tags and program folders for all Shaughnessy Nurse Leadership Academy events and programs. Provide follow-up action items for meeting attendees and schedule the next meeting accordingly. (20%)
3. Digital Presence and Recruitment: Maintain an up-to-date and engaging website for the academy. Actively support recruitment efforts for various programs, promoting the Shaughnessy Nurse Leadership Academy's offerings. Schedule social media posts in collaboration with the University Marketing and Communications team. (15%)
4. Customer Service: Elevate the experience of students participating in various leadership programs through delivering exceptional customer service. Monitor student progress within the program, offer guidance and support as needed. (10%)
5. Administrative Operations: Contribute to the smooth operation of the academy by assisting with preparation of detailed reports, including reports on program applicants, prospects, and other key measures. Reconcile monthly expense statements and staff expenditures. Manage travel logistics for academy faculty and staff. Ensure office supplies and program collateral are regularly stocked. (10%)
6. Recordkeeping: Manage accurate program and advisory board rosters. Ensure all Shaughnessy Nurse Leadership Academy records are meticulously organized, and maintained in Box secure content management system. (10%)
NONESSENTIAL FUNCTIONS
1. Advisory Board Communications: Effectively manage communications for the academy's Internal Advisory Board; capture and disseminate important information. Work with board co-chairs to determine their needs and provide administrative support. (5%)
2. Supervisory Responsibility: Provide leadership and supervision of student workers within the Shaughnessy Nurse Leadership Academy, ensuring that their contributions align with the academy's mission. (5%)
3. Perform other duties as assigned. (5%)
CONTACTS
Department: Daily contact with department staff, faculty, to maintain workflow.
University: Occasional contact with other university departments to exchange information.
External: Occasional contact with donors for visits and engagements for Shaughnessy Nurse Leadership Academy programs that require travel.
Students: Frequent contact with students to exchange information.
SUPERVISORY RESPONSIBILITY
Manage the student workers associated with the Marian K. Shaughnessy Nurse Leadership Academy.
QUALIFICATIONS
Experience: 5 years of related experience is required.
Education: High School education required. Bachelor's degree preferred.
REQUIRED SKILLS
Excellent communication and customer service skills.
Strong organizational skills and attention to detail.
Proficiency in software applications like Box, Google Docs, and Microsoft Office.
Ability to actively learn and understand the implications of new information for p
The Assistant and Office Manager will play an integral role in supporting the Marian K. Shaughnessy Nurse Leadership team in achieving its mission of becoming the leadership destination. The position will provide critical management support for all marketing, communications, and events related to the academy.
ESSENTIAL FUNCTIONS
1. Scheduling Management: Manage the scheduling needs of the leadership team. Maintain an organized calendar, encompassing all Shaughnessy Nurse Leadership Academy events. Execute communication of critical information to department leadership. (20%)
2. Meeting Coordination: Demonstrate meticulous planning and organization by coordinating meetings in a timely manner. Manage banquet event orders, alcohol use forms, and other key documentation ensuring all meeting logistics are arranged. Oversee the production of name tags and program folders for all Shaughnessy Nurse Leadership Academy events and programs. Provide follow-up action items for meeting attendees and schedule the next meeting accordingly. (20%)
3. Digital Presence and Recruitment: Maintain an up-to-date and engaging website for the academy. Actively support recruitment efforts for various programs, promoting the Shaughnessy Nurse Leadership Academy's offerings. Schedule social media posts in collaboration with the University Marketing and Communications team. (15%)
4. Customer Service: Elevate the experience of students participating in various leadership programs through delivering exceptional customer service. Monitor student progress within the program, offer guidance and support as needed. (10%)
5. Administrative Operations: Contribute to the smooth operation of the academy by assisting with preparation of detailed reports, including reports on program applicants, prospects, and other key measures. Reconcile monthly expense statements and staff expenditures. Manage travel logistics for academy faculty and staff. Ensure office supplies and program collateral are regularly stocked. (10%)
6. Recordkeeping: Manage accurate program and advisory board rosters. Ensure all Shaughnessy Nurse Leadership Academy records are meticulously organized, and maintained in Box secure content management system. (10%)
NONESSENTIAL FUNCTIONS
1. Advisory Board Communications: Effectively manage communications for the academy's Internal Advisory Board; capture and disseminate important information. Work with board co-chairs to determine their needs and provide administrative support. (5%)
2. Supervisory Responsibility: Provide leadership and supervision of student workers within the Shaughnessy Nurse Leadership Academy, ensuring that their contributions align with the academy's mission. (5%)
3. Perform other duties as assigned. (5%)
CONTACTS
Department: Daily contact with department staff, faculty, to maintain workflow.
University: Occasional contact with other university departments to exchange information.
External: Occasional contact with donors for visits and engagements for Shaughnessy Nurse Leadership Academy programs that require travel.
Students: Frequent contact with students to exchange information.
SUPERVISORY RESPONSIBILITY
Manage the student workers associated with the Marian K. Shaughnessy Nurse Leadership Academy.
QUALIFICATIONS
Experience: 5 years of related experience is required.
Education: High School education required. Bachelor's degree preferred.
REQUIRED SKILLS
Excellent communication and customer service skills.
Strong organizational skills and attention to detail.
Proficiency in software applications like Box, Google Docs, and Microsoft Office.
Ability to actively learn and understand the implications of new information for p
Source : Case Western Reserve University
