Department Assistant 4

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 $22.13 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 4 provides comprehensive administrative and operational support to the Department of Neurosciences. This position serves as a central coordination role, supporting the Chair and the Director of Operations. The department assistant will develop, implement, and manage procedures to ensure the effective administration and operation of the chair's office, enabling the chair to devote full attention to leading the department.

This role serves as a key liaison, providing support and effectively managing multiple internal and external associations and relationships between the chair and other entities, including the office of the dean, Case Western Reserve University's academic and administrative units, staff, students, faculty, and external national and international organizations, including other academic institutions, funding agencies, professional societies, industry, and community organizations (including the press) to ensure seamless operations.

The department assistant is responsible for delivering strategic HR support, managing faculty appointments and lifecycle processes, ensuring compliance with university policies, and fostering an inclusive and high‑performing work environment.

• Coordinate the administrative aspects of faculty affairs, including tracking annual faculty reviews, supporting recruitment efforts, posting positions, scheduling Zoom and in‑person interviews, coordinating travel and lodging, and providing a comprehensive tour of campus facilities while navigating to interview locations. Maintain personnel records and ensure documentation is accurate and submitted promptly. Work closely with the director of operations and HR to support onboarding, offboarding, and employment changes while maintaining confidentiality.
  
  (20%)
• Manage HR recruitment and onboarding processes for the chair's lab personnel, including coordinating job description development, recruitment, posting positions in HCM and Interfolio, and scheduling Zoom and in‑person interviews. Serve as liaison with school of medicine HR to ensure adherence to institutional policies and provide a smooth onboarding process for new hires. Keep personnel records up‑to‑date, ensure proper documentation, and handle all information confidentially.
  
  (12%)
• Organize and coordinate logistics for chair‑related events, interdepartmental initiatives, city and region‑wide brain health program activities, and departmental events, including retreats, symposia, and guest speaker seminars. Ensure seamless coordination among departments and institutes to maintain an efficient workflow. Manage vendor relationships, contracts, catering, and event logistics to ensure successful execution. (18%)
• Process all chair‑related purchasing, including requisitions and orders for the department and labs. Track and reconcile chair‑related expenses, process reimbursements and travel, and maintain accurate financial records. Provide backup support for departmental financial transactions (purchasing, reimbursements, travel) as needed. (10%)
• Serve as a key liaison among donors, development teams, and internal stakeholders, coordinating donor‑related activities and maintaining clear, timely…