Undergraduate Coordinator, Student Affairs

Job description

Job Title: Undergraduate Coordinator, Student Affairs
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 7903
Job Description

Working under the supervision of the Academic Manager, administratively support all of the activities of the undergraduate program in Biomedical Engineering. This is primarily achieved through support of the activities of the undergraduate education committee and through direct interaction and support of students and potential students from the initial recruitment period through graduation and beyond. Actively maintain databases related to student performance and continuous improvement of the undergraduate program. Coordinate various experiential opportunities, including research in faculty laboratories, industrial internships, and co-op jobs. Manage internal and external communications related to the undergraduate program, including marketing materials for recruitment and the university General Bulletin.


    Provide administrative assistance to the undergraduate education committee. Schedule committee meetings, help the chair prepare the agenda, take minutes, maintain records of administrative actions in the undergraduate education committee, and update undergraduate track information, course descriptions, core requirements, minor requirements, and other undergraduate program descriptions in the university General Bulletin. Maintain a departmental database of current and former biomedical engineering undergraduate students. Maintain a calendar of all relevant recruiting and student activities. (30%)Manage schedule of classes for undergraduate classes in the PeopleSoft Student Information System (SIS). Work with the associate chair of undergraduate programs to prepare course action forms, enter classes in SIS, manage approvals for changes and new classes. (10%)Serve as the primary administrative interface with biomedical engineering undergraduate students. Plan and implement orientation events for undergraduate students. Guide first year students to information and other resources that assist their choice of biomedical engineering as a major. Receive and process major and minor degree declarations. (20%)Coordinate biomedical engineering department undergraduate recruiting activities. This is to be performed in coordination with Case Western Reserve University Undergraduate Admission and the biomedical engineering undergraduate education committee. Coordinate the design, development, and appropriate distribution of publications and marketing materials needed for effective recruiting. Maintain inventory of all recruiting supplies, including brochures, flyers, posters, banners. Arrange activities for prospective undergraduate students as part of university visit days and for individual student visits, as directed. Represent assigned departments and the Case School of Engineering at national recruiting events and fairs as needed. (10%)Provide administrative assistance under the guidance of the associate chair for continuous improvement for implementing Accreditation Board for Engineering and Technology, Inc., programs processes. This includes obtaining all necessary course evaluations, assessments, syllabi, and other materials each semester to guide the continuous improvement of the undergraduate program. Help the chair prepare the agenda, take minutes at meetings focused on continuous improvement and the Accreditation Board for Engineering and Technology, Inc., process, and create binders for each class. (15%)Serve as the focus of undergraduate experiential opportunities. Regularly solicit research opportunities in faculty laboratories and connect these to interested students. Solicit internship opportunities and make these known to undergraduate students, and guide interested students to the co-op office. Coordinate and implement summer research experiences for undergraduate students as directed. (6%)

    Support the Biomedical Engineering Society's student chapter. Maintain and monitor the Biomedical Engineering Society's student chapter budget. Promote undergraduate student social and professional organizations and activities within the department. Keep faculty informed of student functions. (2%).Department backup for the graduate student affairs coordinator. (2%)Perform other duties as assigned. (5%)

Department: Daily contact with department chair, associate chairs, faculty and other staff in assigned Departments to discuss student affairs issues and administrative duties. Regular contact with student groups within assigned departments to discuss student affairs and issues that they might have.

University: Regular contact with staff in various central administration offices such as Dean’s Office of the Case School of Engineering, Office of Undergraduate Studies, International Student Office, Financial Aid and Office of the University Registrar. Contact with Office of Marketing at the Case School of Engineering, Housing and Resident Life, university office of Financial Aid. Contact with the University Career Center to provide information to students about mock interview opportunities.

External: Regular contact with prospective undergraduate and graduate students at recruiting events outside the university. Regular contact with faculty, academic advisors and admissions staff from other universities. Regular contact with businesses outside the university with the intention to distribute relevant information to students about prospective professional positions that may be available. Regular contact with undergraduate students and parents inquiring/applying for admission to our department programs.

Students: Regular, daily contact with undergraduate students who have questions or concerns that needs to be brought to the attention of the department staff, department faculty or department chair. Regular, daily contact with graduate students who have questions or concerns that needs to be brought to the attention of the department staff, department faculty or department chair. Extensive contact with prospective undergraduate and graduate students. Regular contact with Case undergraduate population


May supervise student employees.


Experience: 5 years of progressively responsible related experience in areas providing a responsive, customer driven environment.

Education/Licensing: High school education required; Bachelor’s degree preferred.


    Proven administrative ability and professionalism.Excellent communication skills, written and oral. Ability to interact with colleagues, supervisors, and customers face to face.Ability to serve as a facilitator and to work with people from diverse backgrounds and from many geographic locations throughout the world.Maturity, good judgment and discretion.Ability to meet consistent attendance.Strong service orientation towards others.Leadership and decision-making skills.Outstanding interpersonal skills.Must be able to work independently, be able to multi-task and define priorities.Excellent computer skills.Knowledge of Microsoft Office and proficiency in database management.


Fast-paced, multi-tasking, highly service oriented environment. Willingness to work occasional evenings, and occasional weekends. Moderate travel may be required.

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In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.


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Job No:
Posted: 9/18/2019
Application Due: 10/17/2019
Work Type: