Education Coordinator (Department Assistant 3)
Working under general direction, the Education Coordinator (department assistant 3) is responsible for providing administrative support to the faculty and staff of the Master of Science in Anesthesia Program. The coordinator will apply independent judgment and decisions to implement strategies and tasks necessary to carry out the operations of the MSA Program. This position serves as internal liaison between the MSA Program and other offices on campus, including but not limited to the Department of Anesthesiology, School of Graduate Studies, financial aid office, and medical school departments. Responsibilities of the coordinator include maintaining the efficient operations of the MSA Program office, particularly in the absence of the manager of administrative operations; serving as a first line of contact for the MSA Program; advising and instructing students, interested public, faculty and staff on issues pertaining to the program, including admission and program requirements; and working with the manager to coordinate activities in the school, including candidate interviews and new student orientation. The Coordinator is expected to assist in administering the MSA Program budget, developing strategies to reach potential applicants and promote the MSA Program, and performing online searches for funding opportunities.
- Serve as the central source of information for the MSA Program and Cleveland area, as well as for university procedures, activities and resources. Handle incoming and outgoing telephone calls and e-mail requests, distribute program information to prospective students and other interested public. Maintain prospective student and interested public inquiry database, coordinate data collection, and provide periodic reports. (20%)
- Assist in coordination of events for recruitment purposes. Assist the manager of administrative operations with candidate interviews, including scheduling and lunch preparations. Assist the manager and specialist with the compilation of new student orientation materials and with the orientation process in general. Assist in developing strategies to reach potential applicants and promote the MSA Program. (15%)
- Perform all duties associated with administrative support for the program director and manager. Distribute and compile rotation, class and year-end evaluations. Order office supplies and manage relationships with vendors. Arrange and schedule meetings. Compose and distribute office correspondence including meeting minutes. Handle mail and copying. Oversee routine maintenance on fax machines, copiers and printers. Ensure office has sufficient FedEx supplies. Keep office subscriptions up-to-date. Maintain confidential records. (15%)
- Assist in the organization and coordination of activities associated with the student afternoon conferences including student paperwork, CME requirements, preparation and distribution of announcement signs, audio/visual equipment, and room reservations. (10%)
- Schedule student mid-semester conferences. Assist students with daily questions and concerns. Assist the manager with creating the students' schedule, including exams, registration, financial aid deadlines, grade deadlines and rotations. (10%)
- Maintain MSA financial accounts, perform analysis of monthly expense statements. Work with manager to establish budget priorities. Assist in the planning and development of the program budget, prepare monthly forecasts. Process, reconcile, and maintain travel reimbursements and payment requests, investigate any discrepancies. Authorize routine purchases and office expenditures. (10%)
- Update and maintain accurate, confidential student files and records. Maintain student and instructor evaluation program, including data entry as needed. Proctor all final exams as requested by the instructor. (5%)
- Assist with the program’s honors dinner, clinical instructor dinners, and other local program events and activities. (5%)
- Assist manager with compilation of data and reports for annual reaccreditation survey. Coordinate travel arrangements for re-accreditation site visit and assist the manager with the compilation of data necessary for the peridioc re-accrediation self-study document. (5%)
- Coordinate travel arrangements for visiting employment recruiters. Create and maintain employment opportunities database for students. Distribute all potential employment information to students as new postings arrive. Maintain contact with the job board coordinator for the American Academy of Anesthesiologist Assistants (AAAA) to share employment opportunity information. (5%)
- Perform other duties as assigned. (<1%)
Department: Continuous contact with program director, medical director, manager of administrative operations, and MSA faculty and staff. Regular contact with anesthesiology department faculty, staff and department administrator.
University: Regular contact with university financial aid office, School of Graduate Studies, Student Health Service, and various offices in the medical school in order to receive or transmit student information and complete job responsibilities.
External: Continuous contact with program applicants and interested public in order to provide information on the MSA Program, the Cleveland area, and the program’s admission requirements. Continuous contact with program alumni, many of whom are clinical instructors for the program, to provide student schedules and information on program activities. Continuous contact with vendors in order to make office purchases or to schedule an event. Moderate contact with the American Academy of Anesthesiology Assistants and the re-accreditation review committee (ARC-AA) in order to obtain or provide information.
Students: Continuous contact with students enrolled in the MSA Program in order to advise, instruct and coordinate educational activities.
No direct supervision of staff employees.
Experience: 5 or more years of related work experience.
Education/Licensing: High school education required; Associate’s or Bachelor’s degree strongly preferred.
- Working knowledge of common administrative practices and data management.
- Project management and knowledge of basic accounting practices strongly preferred.
- Excellent organizational skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail, accuracy and follow-through.
- Must demonstrate professional and effective oral and written communication skills, and strong interpersonal skills. Ability to communicate effectively with all levels within the university including faculty, staff and students - as well as with individuals outside the university - is required. Ability to handle all telephone calls in a helpful, courteous and efficient manner.
- Must be able to maintain confidentiality; work in a fast-paced, changing environment; and have a strong customer service focus.
- Ability to work independently and collaboratively within a team. Must demonstrate a goal-oriented and professional work ethic.
- Ability to perform various clerical functions, including filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents.
- Ability to operate copy and fax machines, perform calculations, and produce documents; as well as the ability to operate scanners, audio visual equipment.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Publisher) and database management.
- Working knowledge of PeopleSoft Financials and Human Capital Management (HCM) is preferred.
- Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors and customers face to face.
General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.