Administrative Coordinator

Job description

Job Title: Administrative Coordinator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8800

Working under general direction, the Admissions Coordinator will provide administrative support to the Law School admissions office. The coordinator will perform diverse duties of an administrative/clerical nature requiring accuracy. The primary objective for all members of the admission staff is to serve prospective students efficiently and effectively, with friendliness, enthusiasm, patience and respect. All prospective students should be treated equally, without regard to race, religion, age, sex, color, disability, sexual orientation, or national or ethnic origin.


    Has overall responsibility for smooth functioning of the Law School admissions department, especially in handling sensitive, confidential and important matters. Using discretion and good judgement, develop, implement, and manage procedures for the effective administration and operation of the admissions office. Participate and make recommendations in planning long- and short-term admissions objectives. Oversee the work of the department assistant 2 and provide direction on more complex and/or difficult matters. (20%) Manage all aspects of the admissions application process for the Law School. Determine when applications are complete and ready for review ensuring timely decisions. Compare and evaluate applicant files and make recommendations to management on review procedures based on overall content of applicant pool. Manage the production of recruitment materials. Communicate decision to applicants and next steps. Generate detailed statistical reports to inform school deans. Competent management of the applicant database is essential to the success of the admissions process as it is the mechanism for selecting new and transferring law students, as well as, the primary means for communicating with candidates. (20%)Provide budgetary oversight. May authorize routine department expenditures for admission and financial aid offices to include publications, travel, supplies, reimbursements, etc. Receive and track fees and deposits. Prepare or assist in preparing quarterly budgets, reconcile monthly expense statements, perform budget analysis/ forecasting, and create expense reports. (20%)Facilitate communications between the admissions office and the university, as well as coordinate workflow between departments as needed. Function as a technical resource and advisor, handling a wide variety of matters, situations and conflicts involving prospective students, parents and family members, alumni, and all other internal and external constituents. Communicate admission related updates on a frequent basis; respond to department inquiries as a representative of the admission office. Expedite and/or aid in the interactions with the International Student Services office. Prepare files, ensuring completeness and accuracy, before transfer to the Academic Service’s Office subsequent to matriculation. (20%) Organize, plan travel and/or visits and meetings, fairs or other off-site activities, and execute agendas, etc. Facilitate presentations, information sessions, and/or provide tours for special groups. Manage the preparation and planning logistics for admissions programs, such as prelaw advisor visits, student group visits, and virtual events. Manage separate records and report on each event. (15%)


Perform other duties as assigned to ensure the success of the admission. Assist other departments within the law school as needed. (5%)


Department: Daily contact with departmental staff to maintain workflow. Moderate contact with pre-law advisors to schedule approximately 50 visits per year. Moderate contact with faculty to accommodate visitor attendance in key classes.

University: Contact with other university departments on an as needed basis to assist with student needs, reserve equipment, troubleshoot technology issues, address concerns/problems and to facilitate cooperation.

External: Frequent contact with prospective/admitted students, parents and family members, alumni and other external constituents to represent Law School admissions, furnish, obtain or exchange information; address concerns, make adjustments and/or resolve complaints. Contact with travel and accommodation vendors to negotiate service, resolve issues or manage receipt and complex resolutions.

Students: Occasional contact with students to coordinate ambassador coverage for events/visits.


Oversee the work of the department assistant 2 and student workers and provide direction on more complex and/or difficult matters.


Experience: 5 years of related administrative experience required. Experience in a graduate admission’s office highly desirable.

Education: High school education required.


    Prefer extensive knowledge about legal education in general and specifically, about Case Western Reserve University Law programs and policies. Prefer awareness of the regulations regarding the release of confidential student information. Ability to exercise good judgment and extraordinary care in maintaining absolute confidentiality and trust in handling student applications.Aptitude to negotiate with students and administration concerning priorities and task assignments.Skill in proofreading and editing necessary for published materials such as brochures, handouts, and materials for mailings.Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively. Ability to interact with colleagues, supervisors and customers face to face. Capacity to balance competing needs of several staff members whose priorities tend to be on the same critical time path. Ability to meet multiple deadlines and work under pressure.Ability to actively learn—understanding the implications of new information for both current and future problem-solving and decision-making. Web-based research skills. Computer proficiency (including Microsoft Office and databases) and ability to learn new programs. Ability to operate copy and fax machines to perform calculations and produce documents.Ability to meet consistent attendance.


Typical office environment with frequent interruptions. The employee will perform repetitive motion using computer mouse and keyboard to type.

Diversity Statement

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.


Reasonable Accommodations

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 Equity at 216-368-3066 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: 4/26/2021
Application Due: 7/25/2021
Work Type: Full Time