Career Planning & Pathways Coordinator

Job description

Job Title: Career Planning & Pathways Coordinator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8811

The Career Planning and Pathways Coordinator will coordinate all aspects of career planning activities housed within the Office of Student Affairs and the Academic Societies. Primary responsibilities include acting as the primary point of contact for career planning; organizing and promoting activities related to career planning for medical students; working with society deans and other faculty to create, implement and evaluate career planning activities. The coordinator will also support the five School of Medicine pathways and act as project manager for special projects for the Vice Dean of Medical Education. This position will serve as the primary point of contact for the pathways; manage the pathways financials; plan the quarterly directors’ meeting and pathways orientation; and assist pathways directors with program planning and implementation as needed. The coordinator must possess a professional demeanor, must be customer-focused and will be expected to work efficiently and effectively to meet the expected goals of events and activities. The coordinator is expected to work effectively with individuals from various backgrounds and industries, as well as be able to effectively and efficiently utilize a wide variety of university software and administrative systems.


    Independently lead student career planning activities. Design, develop, collaborate, implement and evaluate career planning activities to help students make choices about future practice as a physician. Manage career planning programs including but not limited to careers in medicine activities, workshops, faculty panels, match panels and mentorship programs. (20%)Manage office operations and collaborate with pathways directors on planning and implementation. Track and maintain financial data for pathways accounts; report and analyze pathways spending, including the annual stewardship report. Manage purchasing and requisitions for pathways; collaborate on pathways budget with senior director of operations and provide administrative support to directors as needed. Plan and facilitate quarterly directors meeting and pathways orientation; assist with room scheduling. (20%)Monitor the annual budget and provide financial data for monthly forecasting, mid-year review and annual year-end closing. Reconcile all monthly expenses statements to ensure expenses are valid and assigned to correct speedtype and account. (10%)Create requisitions and purchase orders through the PeopleSoft system to pay individuals and vendors. Process checks, track deposits and expenses. Reconcile all invoice-related problems with outside vendors as well as with accounts payable. Oversee PCard expenditures for the program. Responsible for ordering, processing travel arrangements and reimbursements and the payments for vendors, internal and external. (7%)Provide high-level data analysis and interpretation of Association of American Medical Colleges (AAMC) and medical education surveys to office leadership to ensure continuous quality improvement and uninterrupted functioning of career planning activities. Assist the director in identifying goals, objectives, priorities and actions based on analysis and quality improvement initiatives. Implement adjustments to plans/programs based on student feedback and national best practices. (10%)Collect, maintain and analyze data on student residency application progress. Use medical education surveys to monitor student progress in real-time during residency interview season. Analyze data and create reports for the society deans to improve advising activities and processes. Collect and analyze data on student residency match results and prepare reports for the society deans and school of medicine senior leadership. Work with student affairs staff and other partners in medical education to support match week and match day events. (10%)Manage and oversee career planning and pathway events, including set-up and hosting of special events. Prepare handouts, folders and information packets for meetings and events. Develop and implement marketing strategies for events. (7%)Act as project manager for special projects for the vice dean for medical education (such as the Tuesday Newsletter). (7%)Maintain the roadmap to residency website and supervise the residency peer handoff elective. Prepare and distribute a career planning annual report to school of medicine leadership and hospital department chairs. (6%)


    Develop collaborative working relationships with various university groups and departments, including but not limited to offices within medical education and the school of medicine, clinical departments at affiliated hospitals, Tinkham Veale University Center, Thwing Student Center, Alumni Office, Bon Appetit Management and academic departments. (3%)Assist with additional activities in the Office of Student Affairs as directed. (<1%)Provide assistance with Lepow Day, White Coat Ceremony, orientation and commencement as needed. (<1%)


Department: Continuous contact with faculty, administrators, Pathways Directors and staff within the School of Medicine and the Cleveland Clinic Lerner College of Medicine to facilitate career planning activities and Pathways program operations.

University: Regular contact with faculty, administrators, directors and staff within other departments and schools of Case Western Reserve University. Regular contact with Development and School of Medicine finance to ensure gifts for the Pathways programs are accounted for and assigned to the correct Pathways accounts. Regular contact with Procurement and Distribution Services and Accounts Payable for managing program purchases. Occasional contact with University Marketing, UTech, security and facilities personnel, among others for the purpose of managing special projects.

External: Regular contact with faculty, administrators, directors and staff within the affiliated hospitals: University Hospitals Cleveland Medical Center, MetroHealth Medical Center, the Cleveland Clinic, the Louis Stokes Cleveland VA Medical Center and St. Vincent Charity Medical Center to develop career planning programs and collaborate on special projects. Occasional contact with businesses, government agencies, non-affiliated hospitals and universities for the purpose of professional collaboration.

Students: Continuous contact with all University Program and College Program students at Case Western Reserve University School of Medicine to inform and advise. Regular contact with student interns to assign and supervise projects. Occasional contact with prospective students and students from other schools/universities for recruiting and collaboration.


Assist supervisor in training/overseeing student employees and new employees.


Education/Experience: Bachelor's degree and 1 year of related experience or High School education and 6 years of related experience required. Administrative experience in a health care, academic medicine setting or event planning preferred.


    Professional and effective verbal and written communication skills.Strong interpersonal skills: ability to work and communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university and with individuals outside the university. Ability to handle all telephone calls in a professional, helpful, courteous and efficient manner.Proven ability to work with a high level of maturity and judgment, professionalism and discretion.Strong organization skills: ability to multi-task, prioritize and give attention to detail in order to complete tasks and meet deadlines.Ability to work with sensitive information and maintain confidentiality.Proven ability to follow through on assigned projects and provide timely follow-up with appropriate individuals.Ability to work proactively with a high degree of independence and effectively within a team.Ability to conform to shifting priorities, demands and timeline and flexibility to respond to project adjustments and alterations promptly and efficiently.Ability to problem-solve effectively; developing and implementing alternative solutions as needed.Strong writing skills, including creative and business writing, editing and proofreading.Ability to create and maintain databases.Excellent typing and dictation skills.Ability to perform clerical functions, including filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents, preparing mailings, etc.Ability to learn, operate and troubleshoot existing and new office technology.Must demonstrate proficiency in software programs such as Microsoft Office (Word, Excel, PowerPoint, Publisher), database applications and with internet navigation.Knowledge of PeopleSoft and Google applications (email and calendars) or ability to become proficient in these applications.Knowledge of basic accounting practices is preferred.Ability to meet consistent and reliable attendance. Ability to interact with colleagues, supervisors and customers face to face and via video conferencing.


Typical office environment. Due to the nature of some events, must be able to work some evenings and weekends.

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: 5/6/2021
Application Due: 6/5/2021
Work Type: Full Time