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Faculty Support Coordinator

Employer
Case Western Reserve University
Location
Case Main Campus

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Job Title: Faculty Support Coordinator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 9071
Job Description POSITION OBJECTIVE

Working under general direction, the Coordinator is responsible for developing, implementing, and managing procedures for the effective administration and operation of the department, and acts as the office team leader to facilitate efficient support service delivery on behalf of faculty members. The coordinator will work closely with the Director of Human Resource and administration to coordinate the contributions of the faculty support staff for the law school. Involved with more complex difficult matters.

ESSENTIAL FUNCTIONS

    Serve as the department’s administrative contact and has overall responsibility for smooth functioning of the department. Coordinate the fair distribution of work between and among the faculty support staff, proactively anticipating project support, and assuring the harmonious working relationships of all faculty support staff and student workers. Assist determining staff needs and ensure coverage, schedule approval of vacation time and planned absences. Assign and prioritize daily work tasks, provide feedback and coaching for the work efforts of this position. Interview, hire, and provide oversight for multiple student workers performing administrative support services for the support staff and faculty. (25%).Coordinate workflow between departments as needed. Perform diverse duties of an administrative/ clerical nature requiring accuracy. Prepare and format exams, book edits, correspondence, confidential memoranda. Proctor exams and assist with classroom technical support requests. Organize, plan meetings, departmental agendas, etc. Schedule rooms within the law school for classes, meetings, and appointments. Schedule and reserve audio-visual equipment, including follow-up and verification of necessary equipment. Prepare and duplicate materials for students, faculty, and staff. (20%).Maintain confidential records of course records and student grades for courses taught; calculate grades and produce and cross reference statistical reports as requested. Prepare class materials: course enrollment, syllabi, and distribution and collection of course materials. Create, edit, and post documents to Canvas for professors. Create and maintain attendance sheets. Create seating charts, either by hand, or by using computer programs designed for such purposes. Submit book orders to the law school registrar. (20%)Prepare or assist in preparing and monitoring budgets, reconcile monthly expense statements, provide expense reports. May authorize routine department expenditures. Make appointments and travel arrangements for professors. Submit travel expense reports and requisitions in the ERP/HCM system. Provide follow-up on all inquiries regarding purchase requisitions and may authorize orders with vendors and internal university departments. (15%).Facilitate communication between department and the university. Distribute/disseminate information to staff within the administrative areas of the department. As needed, submit key requests, coordinate maintenance of facilities within the department and maintain service equipment and schedule repairs. Accept deliveries for the department and distribute as appropriate. Serve as backup resources for other departments within law school. (15%).

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with law school administration, faculty, and staff to maintain workflow, address concerns/ problems; use and interpret procedures; and to facilitate and promote joint action/ cooperation to achieve immediate operating results.

University: Weekly contact with faculty and staff as required to perform essential functions to achieve cooperation between functions for broader and more complex operating or management problems.

External: Weekly contact with non-university faculty, attorneys and visiting lecturers to furnish obtain or exchange data or information; and/or to address concerns problems following procedures. Occasional contact with foreign visitors as required to perform essential functions exchange information.

Students: Daily contact with graduate and professional students to exchange information and/or services related to the direct support of classroom instruction.

SUPERVISORY RESPONSIBILITY

Supervise student workers with clerical department tasks. Oversee general operations of clerical staff.

QUALIFICATIONS

Experience: 5 years of related experience, preferably with successful experience in an academic (or similar) office.

Education: High school education is required; Associate degree or higher strongly preferred.

REQUIRED SKILLS

    Excellent communication skills, both oral and written. 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.Ability to perform clerical functions including typing, filing, data entry, copying, faxing, scanning documents, routing documents; familiarity with social media.Ability to understand, input, manage and communicate related to financial reporting and calculations.Ability to work effectively, independently and collaboratively within a team.Research skills on both electronic and non-electronic formats.Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.Ability to work with minimal supervision.Ability to meet multiple deadlines and work under pressure with constant interruptions.Attention to detail, and accuracy in all communications with faculty, adjuncts, and staff.Ability to work beyond standard business hours to attend events and functions as neededComputer proficiency (including Microsoft Office, People Soft) and the ability to learn new programs.Ability to meet consistent attendance.

WORKING CONDITIONS

Majority of work is in an office setting with constant noise and interruptions Ability to lift up to 20 lbs. Some evening and weekend work hours may be required.

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.

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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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COVID Vaccination Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /[email protected] for information regarding religious or medical exemptions as an accommodation.

Organization

Working at Case Western Reserve University

Case Western Reserve University is among the nation's leading research institutions. Founded in 1826 and shaped by the unique merger of the Case Institute of Technology and Western Reserve University, Case Western Reserve is distinguished by its strengths in educationresearch, service and experiential learning. Located in Cleveland's University Circle, we offer nationally recognized programs in the arts and sciencesdental medicineengineeringlawmanagementmedicinenursing and social sciences.

Student enrollment exceeds 9,800 students, forty percent of whom are undergraduatesFacultyand students hail from more than 90 countries, with academic interests that reach every region of the world. Case Western Reserve, with the support of individuals, corporations and foundations, aids nearly 100 designated research centers.

As a service-oriented institution dedicated to civic leadership, Case Western Reserve seeks individually and collectively to prepare our students to improve the human condition and to direct the benefits of discovery toward a better society. This effort is not limited to the university's classrooms, laboratories, librariesresidence halls and athletic fields, but includes partnerships with many other institutions. We build these partnerships believing that our ability to improve the human condition should begin in our own community.

Case Western Reserve University remains Ohio's top-ranked school among the nation's premier national universities, as ranked by U.S. News & World Report and is the only Ohio institution ranked in the top 50 nationally. We promote a culture of inquiry marked by rigor, creativity, curiosity, innovation, respect, sensitivity and open communication of ideas.

The university supports interdisciplinary partnerships in education and research with numerous faculty holding joint appointments in more than one Case Western Reserve school or department, as well as at neighboring institutions. These relationships launched many of the unique pairings of science, business and liberal arts into the centers and programs that enhance the undergraduate and graduate experience at the university. Our dual degree programs enrich the educational experience for those students who choose to balance the technical requirements of engineering or the sciences with a strong interest in the humanities.

With more than $375 million in research funding annually, the university attracts outstanding undergraduate and graduate students along with renowned faculty whose research has made significant contributions to the way we live and work. Case Western Reserve counts 15 Nobel laureates among our alumni and current and former faculty, including the first American scientist to ever receive the prize.

Our students' experiences in cultural institutions, clinics, social service agencies and industry are not viewed as “extra-curricular,” but create the learning experience that defines a Case Western Reserve education. The university's service programs in the Cleveland Municipal School District have impacted more than 145,000 students with more than 43 signature programs. The university has launched more than 580 community partnerships on the local, national and international levels. Annually the university sponsors Case for Community Day, an event where hundreds of Case Western Reserve employees and students lend their time and talent to targeted community development projects in the Greater Cleveland area.

Our alumni number more than 110,000 and constitute a “who's who” of every profession. Alumni represent one of the university's strongest resources, playing a vital role in campus life through their work as advisors, mentors, friends and advocates.

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