Job ID 12326 Location Case Main Campus Full/Part Time Full-Time Regular/Temporary Regular Job Description Entry Date: January 2024 Employee: Jobcode and Title: 155023 Department Assistant 3 (SG10,N375) Business Title: Office Coordinator Department ID and Name: 311120 Engineering - Development School: Engineering Location: Nord Hall Supervisor Name and Title: Meena Ghaziasgar, Executive Director of Development and External Relations POSITION OBJECTIVE Working under occasional supervision, the Department Assistant 3 facilitates dealing with others in the university relative to the office of Development and External Relations at the Case School of Engineering. The department assistant provides administrative support to development staff, including the vice president and associate dean through schedule management, drafting of memos and correspondence, composition of acknowledgement and stewardship letters, and independent planning and logistics management of meetings and site visits. The Department Assistant 3 is responsible for the smooth functioning of the department and also assists with various donor relations event logistics. ESSENTIAL FUNCTIONS Schedule internal and external staff and constituent meetings for the Office of Development and External Relations. Provide administrative support for the Associate Dean for Development and External Relations including calendar management. Facilitate communications between department and the university. Coordinate workflow between departments as needed. (20%) Prepare gift acknowledgements and other mailings to donor prospects. Support the processing and tracking of departmental driven gifts and grants. These tasks to be performed in communication and coordination with the Assistant Director of Development & Special Projects. (20%) Assist in preparing budgets, manage and reconcile monthly expense statements, and budget forecasting. Prepare and submit travel expense forms for reimbursement. Place orders as necessary; prepare invoices, requisitions, and other standard orders. (15%) Assist with prospect research; compile prospect lists and track prospects. (15%) Provide leadership over Advance data management including data input, reporting biographical data, contact reports, and returned mail. Maintain confidential records and manipulate analyzed data. Proactively provide monthly reports for Development team members. (15%) Perform a variety of clerical duties to assist staff and faculty with projects and events as necessary. Serve as a receptionist as required; direct incoming phone calls, relay messages, and greet visitors. As needed, support the success of the Development team with appointments, travel, reservations, itineraries, briefings, site visit preparations for both on campus, local, and national donor visits. (10%) NONESSENTIAL FUNCTIONS Prepare letters, memos, reports and other documents. Perform clerical duties and typing assignments requiring speed and accuracy as required. Maintain filing systems. Proofread documents as necessary. Process confidential information. (5%) Perform other duties as assigned. ( CONTACTS Department: Daily contact with all levels of departmental staff. University: Contact with faculty and staff from the Case School of Engineering and University Relations and Development, and other management centers as necessary. External: Contact with travel and accommodation vendors to exchange information. Contact with donors and alumni as required to perform essential functions. Students: Occasional contact with undergraduate, graduate, and professional students as required to perform essential functions. SUPERVISORY RESPONSIBILITIES No direct supervision of staff employees. May direct the work of students or temporary employees. QUALIFICATION