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Coordinator

Employer
Case Western Reserve University
Location
Case Main Campus

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Job Details

Job Title: Coordinator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 9468
Job Description POSITION OBJECTIVE

Working under general direction, provide administrative support to department. The Coordinator will serve as the first point of contact for guests in the Office of the President. The Coordinator will perform administrative duties that support advancing the goals of the Office of the President and the Office of Government and Community Relations. Responsibilities include managing the schedules, reimbursements and travel for the President’s Chief of Staff, the Executive Director for Government Relations, the Executive Director for Government and Community Relations, and clerical duties as assigned by the Executive Assistant to the President. The Coordinator is responsible for project management activities that may include acquiring resources and coordinating the efforts of team members and third-party contractors or consultants in order to submit funding applications and deliver projects according to plan.

ESSENTIAL FUNCTIONS

    Manage a variety of interactions with a diverse group of individuals at the university and responsible for business activities of the department that include, but are not limited to, managing schedules of Chief of Staff, Executive Director for Government Relations, and Executive Director for Government and Local Community Relations. Coordinate and secure logistical details for all on- and off-site appointments. Proactively anticipate and arrange travel to and from appointments as needed. Confirm domestic and international travel, including hotel, airline and ground transportation. Develop detailed travel itinerary, including all pertinent background materials, confirmations, and contact information. Triage questions/issues and recognize when issues require additional feedback before decisions are made. Make adjustments on short notice as urgent shift in priorities change. (25%)Initiate and follow up on routine correspondence as directed by the Executive Assistant to the President. Proofread and edit correspondence, reports, records, etc. as necessary. Provide general office support, including filing, ordering supplies and organizing meetings. (20%)Manage and monitor budget records for the Office of Government and Community Relations. Authorize expenditures in accordance with budget. Process and reconcile financial documents, including purchase requisitions, travel and expense reimbursements for the Chief of Staff and the Office of Government and Community Relations, and invoices using the PeopleSoft system. Perform forecasting and budgeting analysis for the Office of Government and Community Relations. Ensure accuracy of charges reflected on the Office of Government and Community Relations by reconciling operating expense statements. Identify and resolve any discrepancies and process journal entries when necessary. Manage process for consultant/contractor proposals and approvals in PeopleSoft and track progress to completion. (20%)Perform, significant and time-sensitive work requiring both excellent judgment and the greatest level of discretion of a confidential nature with limited supervision—while at the same time recognizing those matters that require guidance from higher-level administrators. Handle large volumes of confidential university information, documents and correspondence. Assignments may be long term and require the individual to rely on own resources in task accomplishment. Examples include organizing electronic files, archiving files, paper files, and assisting with the planning of programs and events. (20%)The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus to manage and plan schedules and activities. (10%)

NONESSENTIAL FUNCTIONS

    Serve as backup for office staff during absences. (5%) Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with Office of the President and Office of Government and Community Relations, and Office of the Provost staff to maintain workflow.

University: Contact with Offices of the Deans and Offices of Vice Presidents to exchange information.

External: Contact with the Board of Trustees, donors, community leaders, offices of consultants, elected officials and civic leaders and with travel and accommodation vendors to exchange information.

Students: Contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May direct the work of students or temporary employees.

QUALIFICATIONS

Experience: 5 years of related administrative experience required, preferably working in an executive office setting.

Education/Licensing: High school education required.

REQUIRED SKILLS

    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 actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. Proven ability to plan, initiate, manage and navigate challenging logistical situations.Proven ability to troubleshoot and to identify problems and appropriate responses to complex issues involved in event and schedule management.High level of confidentially.Must have a proven professional demeanor with tact, courtesy and diplomacy.Flexibility to adapt to changing needs of the office.Desire and ability to work as a team. Ability to work overtime as needed.Ability to operate computer, various software packages, copy and fax machines. Proficiency with Word, Excel, PowerPoint, and Outlook is required.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

The Office of the President is an extremely fast paced environment where multitasking, accuracy and excellence is demanded. The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus. Staff is expected to adhere to a business dress code; casual and business casual are inappropriate. 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.

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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 /equity@case.edu 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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