Executive Assistant to the Dean

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 $60,906 and $77,047, 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

The Executive Assistant to the Dean and Chief of Staff serves as a strategic operations leader within the Case Western Reserve University School of Medicine. Supporting the Dean in their dual role as Dean and Senior Vice President for Medical Affairs, this position manages complex priorities, oversees executive communications, and ensures alignment across academic, research, and administrative functions. With broad authority to assess needs, investigate options, and implement solutions, the executive assistant navigates confidential matters, institutional policies, and high-level engagements with internal and external stakeholders. This role demands discretion, sound judgment, and a deep understanding of university operations to advance the mission and effectiveness of the dean's office.

ESSENTIAL FUNCTIONS

• Oversee the operational integrity of the dean's office. Provide strategic oversight of the dean's schedule, ensuring optimal time allocation and responsiveness to high-priority requests. Exercise diplomacy and tact in managing sensitive engagements. Collaborate with the chief of staff to manage the office's operating budget. Monitor expenditures, analyze performance metrics, and forecast financial needs. Provide fiscal guidance and adapt to environmental shifts impacting operations. Design and implement support systems that enhance operational efficiency. Evaluate and adopt emerging technologies, including AI tools, to modernize office practices and improve service delivery. Ensure alignment to mission and strategic plans in all activities. (25%)
• Provide high-level strategic support to the dean and chief of staff by conducting research, synthesizing information, and preparing executive-level briefings and presentations. Engage with internal departments and external entities to gather and evaluate data, ensuring accuracy, timeliness, and compliance with institutional and legal standards. (15%)
• Direct the flow of official communications from the dean's office in collaboration with the School of Medicine Communications Director. Maintain expert-level understanding of university policies and procedures. Serve as a liaison to state and national organizations, managing communications and materials with precision and professionalism. Ensure strategic alignment, timely responses, and appropriate messaging across internal and external audiences. Monitor media and communications landscapes to anticipate needs and mitigate risks. (20%)
• Lead the development and execution of administrative goals, policies, and procedures. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative and support systems and internal reporting relationships; identify opportunities for improvement, direct the implementation of changes. Apply institutional knowledge and discretion to manage confidential matters and support strategic planning through data-driven reporting and analysis. Directly supervise the executive aide; define and assign individual tasks, maintain schedules and standards, conduct performance reviews and administer disciplinary actions. (10%)
• Plan and execute meetings and events involving clinical and basic science chairs, as well as annual school events, ensuring alignment with institutional goals. Evaluate broad-ranging information to drive continuous improvement and uphold service excellence. (10%)
• Lead and coordinate special projects aligned with the dean's strategic initiatives. Prepare materials, analyze data, and facilitate cross-functional collaboration to ensure successful execution. (10%)

NONESSENTIAL FUNCITONS

CONTACTS

Department : Regular contact with department staff to maintain workflow; address concerns / problems; adjust work schedules / procedures and to interpret established procedures.

University : Frequent engagement with vice deans, department chairs, faculty, staff, and university leadership including the President's Office and Provost to exchange information, facilitate and promote joint action / cooperation to achieve immediate operating results.

External : Regular interaction with affiliated medical centers (University Hospitals, VA, Cleveland Clinic, MetroHealth), government officials, academic leaders, foundation representatives, and community stakeholders to coordinate actions and communications required to meet university / school objectives.

Students : Contact with undergraduate, graduate, and professional school students to exchange information.

SUPERVISORY RESPONSIBILITIES

Directly supervise one executive aide

QUALIFICATIONS

Experience : 7 to 10 years of progressively more responsible office management and executive assistant experience. Preference will be given to experience in an academic or medical center setting. Grants management experience a plus.

Education : Bachelor's degree in a business, science or health related field.

REQUIRED SKILLS

WORKING CONDITIONS

Identify the working conditions and physical demands which relate to the essential functions of the position, such as working indoors / outdoors, working with exposures to hazards, etc. Include special considerations for the position, such as occasional travel or necessary overtime.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

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.