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Case Western Reserve Univesity
Ohio (on-site)
2 days ago

Description

POSITION OBJECTIVE

Working under general direction, the Office Coordinator will ensure the efficient operation of many tasks and responsibilities assigned to the associate deans in the College of Arts and Sciences. The coordinator will provide direct administrative support to the college’s associate deans, assistant deans, and to the Dean of the college in the absence of the Executive Aide(s) to the dean. The coordinator will process highly confidential and complex information and proactively identify and address the ongoing responsibilities as well as the unanticipated and immediate needs of the associate deans.

ESSENTIAL FUNCTIONS

  1. Manage heavy calendar activity for the associate and assistant deans. Arrange special meetings with individuals or groups on an as-requested basis to support the functions of the associate and assistant deans. Keep abreast of departmental, college, university, community events and policies pertinent to the responsibilities of the associate and assistant deans. Provide support for programs housed or administered by the associate and assistant deans. Assist with materials, proposals, or report preparation. Collaborate with program staff on administrative tasks such as event planning and outreach: ordering and distributing books or other materials, reserving meeting space and parking, ordering catering or other materials. Coordinate and support regular meetings for college committees or working groups that are the responsibility of the associate and assistant deans. Coordinate communications between committee members by arranging meeting details and distribution of information and materials either individually or through file sharing systems. At the direction of the associate and assistant deans, attend meetings with or in place of them. Prepare meeting notes and materials for committee meetings as appropriate. Conduct any necessary follow-up to committee meetings. Provide administrative support to associate deans for matters such as university admissions events, assessment/accreditation activities and learning outcomes, monitoring semester course enrollments. (35%)
  2.  Maintain a professional and tidy environment in suite common areas. Receive deliveries; sort and distribute mail. Manage office supply inventory and restock as needed. Ensure shared office equipment is maintained and manage service calls as needed. (25%)
  3. Assist the Events Manager in planning and executing events for the dean. This may include gathering RSVP’s, assisting with event setup and takedown, and serving as a greeter at events. (10%)
  4. In collaboration with the dean and the associate and assistant deans, coordinate various annual programs run through the dean’s office. (10%)
  5. Coordinate regular communications between the Office of the Dean and the academic department chairs regarding changes in departmental space needs. Coordinate meetings for chairs with the associate and/or assistant deans to discuss space planning. Oversee requests and submission of annual space reports from departments. Draft annual report for the associate dean. (6%)
  6. Manage the College of Arts and Science dean’s office master calendar. Follow up with various dean’s office team leaders for their input on the calendar to ensure it is up-to-date and accurate. Throughout the year, send reminders out to members of the dean’s office and/or members of the college regarding events, deadlines, etc. (6%)
  7. Create a welcoming environment to the dean’s suite: greet guests and direct them appropriately. Serve as knowledgeable advisor in person, or via phone, or email to connect requests to the appropriate respondent within the dean’s office or broader university. Monitor and answer phone calls coming into the dean’s office and/or direct calls to the necessary dean’s office line(s) as needed. Follow-up on messages left in the dean’s office voicemail. Monitor the College of Arts and Science dean’s general email account. Follow-up directly on emails sent to this account and/or direct emails to the appropriate dean’s office team member as needed. (6%)

NONESSENTIAL FUNCTIONS

  1. As requested, research and compile information to aid in the development and evaluation of programs and initiatives. Solicit and compile data from college departments as needed for various college policies and projects. Assist in the compilation of confidential department and college information from various data sources. (<1%)
  2. Perform other duties as assigned (<1%)

CONTACTS

Department: Frequent contact with members of the dean’s office, staff, faculty members and staff within the college for collaboration on assignments.

University: Frequent contact with university administrators and staff to facilitate information sharing and collaboration.

External: Frequent contact with parents, trustees, alumni, corporate representatives and potential donors visiting the dean’s suite. Occasional contact with vendors visiting the dean’s suite to facilitate the exchange of information.

Students: Frequent contact with students who are visiting the dean’s suite or are affiliated with the Emerging Scholars Program.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility. May be asked to supervise student workers.

QUALIFICATIONS

Experience: 5 or more years of related administrative experience, preferably in an academic setting. Prior experience supporting high-level officers in a demanding environment is helpful.

Education/Licensing: High school education is required; college degree is strongly preferred.

REQUIRED SKILLS

  1. Exceptional customer service and interpersonal skills.
  2. Excellent oral and written communication skills are a priority.
  3. Excellent organizational abilities, proficiency handling multiple tasks and deadlines and a high attention to detail is required.
  4. Extensive computer experience with word processing, database management, web page building and maintenance, presentation software and spreadsheets is required.
  5. Current experience or successful training/mastering of Case Western Reserve University’s Student Information System (SIS), HCM, electronic calendar and file sharing systems.
  6. Experience on both Windows-based and Apple systems helpful.
  7. Must exhibit the highest degree of confidentiality, discretion, tact and diplomacy in receiving and communicating sensitive matters to university and external constituents.
  8. Considerable pressure is associated with this position as a result of multiple deadlines, conflicting priorities and frequent short lead times.
  9. A desire and a demonstrated ability to work closely as a team member, anticipating and coordinating the overall work in the dean’s office is required.
  10. Must demonstrate a high level of professionalism both in demeanor and in appearance, initiative, energy, creativity and flexibility.
  11. Ability to meet consistent attendance.
  12. Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

General office working environment.



Job Information

  • Job ID: 68025196
  • Workplace Type: On-Site
  • Location:
    Ohio
  • Company Name For Job: Case Western Reserve Univesity
  • Position Title: Office Coordinator #11105
  • Job Function: Admin/Clerical/Secretarial
Education / Teaching / Administration
Cleveland , Ohio , United States

Case Western Reserve University is one of the country's leading private research institutions. Located in Cleveland, we offer a unique combination of forward-thinking educational opportunities in an inspiring cultural setting. Our leading-edge faculty engage in teaching and research in a collaborative, hands-on environment. Our nationally recognized programs include arts and sciences, dental medicine, engineering, law, management, medicine, nursing and social work. About 4,200 undergraduate and 5,600 graduate students compri...

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