Medical Education Programs Department Assistant

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 $19.41 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.

Working under general direction, the Department Assistant provides high-level administrative support to the executive faculty and serves as a collaborative team member supporting all areas of medical education. This role ensures the efficient operation of departmental activities, supports various medical education programs, and collaborates across 11 sub-units to maintain seamless program delivery. The incumbent will handle complex administrative tasks, manage sensitive information, and serve as a liaison between internal and external stakeholders.

• Provide administrative support to executive leadership faculty, including managing complex calendars, scheduling meetings, coordinating events, and arranging travel. Assist with project management tasks related to medical education programming under development by executive leadership, including innovative, longitudinal initiatives designed to enhance student experience across all phases of the medical curriculum. Provide logistical and administrative support for committees, including scheduling meetings, preparing agendas, taking minutes, and tracking action items.
  
  Ensure follow‑through on committee charges and initiatives, maintaining accurate records and facilitating communication between members. Coordinate special initiatives and high‑level projects as assigned. (40%)
• May authorize routine departmental expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, conduct budget analysis and forecasting, and prepare expense reports to support effective fiscal management. Additionally, provide comprehensive administrative and operational support for the Office of Medical Education and its 11 sub‑units. Key responsibilities include processing reimbursements, travel and expense (T&E) submissions, and supply orders for staff and students;
  
  coordinating routine purchasing, room reservations, and departmental calendars; supporting student‑focused programming by tracking event expenses and ensuring timely processing of requests; and serving as the primary point of contact for general operational needs across all sub‑units. (25%)
• Assist the department's HR liaison with tasks such as posting job openings, coordinating onboarding and offboarding, tracking annual reviews, scheduling interviews, and maintaining current job descriptions. (20%)
• Sort and distribute incoming mail, stock and maintain office supplies, and perform general administrative duties to support smooth daily operations. Provide backup support across sub‑units during staff absences or peak periods to ensure programming continuity and consistent service delivery. (10%)

Perform other duties as assigned.

Department: Daily (continuous) contact with faculty, administrators, directors, and staff to maintain workflow.

University: Moderate contact with faculty, administrators, directors and staff within other departments and schools of Case Western Reserve University.

External: Moderate contact with faculty, administrators, directors and staff within the affiliated hospitals:
University Hospitals Cleveland Medical Center, Metro Health Medical Center, the Cleveland Clinic, and Louis Stokes Cleveland VA Medical Center to coordinate meetings and share information. Contact with businesses, government agencies, non‑affiliated hospitals, and universities to coordinate meetings.

Students: Moderate contact with university program and Lerner college program students at Case Western Reserve University School of Medicine to meet student needs.

This position has no direct supervisory responsibilities but may guide student…