Coordinator

Salary Grade

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 $19.32 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.

Job Description

POSITION OBJECTIVE

Working with minimal direction and reporting to the Associate Dean of Academic Affairs, the Academic Affairs Coordinator is responsible for providing professional and high-quality support to the Associate Dean, Registrar, Director of Field Education, Directors of the Online and Weekend programs. This position will be tasked with numerous systems level assignments that will require project management and organizational skills, critical thinking, and the ability to collaborate with members of the administrative team and faculty. The coordinator will focus on preparing and maintaining course materials, initiating and carrying out special projects, and collecting and tracking academic data for the purpose of continuous quality improvement within the department of Student Services and Academic Affairs. The coordinator will also apply an improvement-based mindset to the work of the department; look for opportunities for continuous quality improvement and make functions more efficient. This position will serve as a liaison to faculty, adjuncts and students for certain day-to-day departmental functions.

ESSENTIAL FUNCTIONS

• Assume primary responsibility and collaborate with faculty and staff on special projects for the Office of Academic Affairs, Student Services, Field Education, and the Registrar. Projects will vary but include cataloging and maintaining academic materials for courses such as video assets, managing the academic advising module in SIS, supporting the Digital Accessibility Coordinator with course material remediation for accommodations as needed, reviewing and approving all course syllabi regarding the correct APA citation and accessibility formats. Manage and maintain the field education data system, Experiential Learning Cloud (ELC). Support students and field instructors by managing technical challenges, updating the ELC system before and after semesters, and managing students field education records. (25%)
• Provide support to Jack, Joseph and Morton Mandel School of Applied Social Sciences field education community partners. Complete administrative tasks during the placement process (affiliation agreements, applications, etc.) and collaborate with field education department leadership to communicate updates and reminders to community partners. Take the lead on the collection, tracking and maintaining significant information regarding faculty activities (adjunct hiring process, faculty course evaluation summaries, coordination of interdepartmental meetings) and student activities (tracking incomplete forms requests, academic advising, pattern of enrollments) in databases. (20%)
• Assist with the implementation and maintenance of new systems as they roll out to stakeholders. Facilitate trainings for new systems. Oversee an electronic student POE database to ensure degree requirements are met. Update the project management tool as tasks are identified. (15%)
• Develop and manage the coordination of ongoing trainings in areas that support teaching and learning, in collaboration with the assistant deans of academic affairs. Coordinate special activities such as receptions, graduation, orientation, online brunch, faculty functions and related events with the student services staff. (10%)

NONESSENTIAL FUNCTIONS

• Manage student record/data integration and the transfer of credits for new students, as directed by the registrar and associate dean and directors. (5%)
• Take the lead with the coordination of the adjunct faculty hiring process, onboarding, training and scheduling processes for all Mandel School educational program formats. Assembling and disseminating information to Course Lead instructors to streamline the lead information. (5%)
• Schedule meetings for associate dean and program directors. Prepare printed materials, Zoom Video-conferencing links, room reservations and make other arrangements as necessary. (5%)
• Assist with the management and coordination of the Continuing Education process for Mandel School research centers and departments. Input data in the CE Broker system and develop certificates for dissemination. (5%)
• Process daily financial transactions including requisitions, payment requests (including honoraria payments), and travel reimbursements for both Mandel School employees and students, and visitors. Perform routine operations related to the handling, recording, posting, and processing of school funds. (5%)
• Coordinate with staff and outside vendors to facilitate licensure prep courses, tutoring/writing resources and other student services functions. (2%)
• Provide supervision and guidance to student interns. (2%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Daily contact with staff, faculty and adjuncts in the school to exchange information.

University: Moderate contact with other Case Western Reserve University departments to share information.

External: Contact with social work-related organizations and agencies, vendors and others on an as needed basis to coordinate student services functions.

Students: Daily contact with Mandel School students to exchange information.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS

Education/Experience: Associates Degree and 2 years of related experience or High School education and 3 to 5 years of related experience required. Experience in a higher education environment or customer service preferred.

REQUIRED SKILLS

• Excellent communication skills: clear verbal communication, strong writing ability for a variety of audiences. Ability to process detailed and confidential information; produce concise, accurate reports.
• Excellent interpersonal skills needed to maintain good professional relationships with faculty, staff, and students, including managing demands and conflict as needed.
• Excellent time management and coordination skills.
• Ability to actively learn - understanding the implications of new information for both current and future problem solving and decision-making.
• Proficient in Microsoft suite (Word, Excel, PowerPoint, etc.) Google suite (docs, sheets, slides, etc.), Mandel School learning management systems (Canvas), and strong ability to learn new additional skills, systems and programs to complete day-to-day activities.
• Ability to meet consistent attendance.
• Ability to interact well with colleagues, supervisors and customers face to face.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motions using a keyboard and computer mouse. This position is eligible to participate in the staff hybrid remote program.

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.

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