Salary Grade
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- 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 Manager and program director. 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%)
- Organize and coordinate activities associated with the student afternoon conferences including student paperwork, continuing medical education 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. Determine when issues need to be escalated, and follow\-up with students to ensure a successful outcome. Assist the Manager with creating the students' schedule, including exams, registration, grade deadlines and rotations. (10%)
- Maintain Master of Science in Anesthesia financial data, 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. Also, assist with the program's honors dinner, clinical instructor dinners, and other local program events and activities. (10%)
- Perform other duties as assigned. (5%)
- Coordinate local program events and activities, including clinical instructor dinners (2%)
- 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 periodic re\-accreditation self\-study document. (2%)
- 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. (1%)
- Demonstrates flexibility and adaptability in a dynamic work environment.
- Working knowledge of common administrative practices and data management.
- Project management and knowledge of basic accounting practices are 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, and 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. Willingness to learn and work with artificial intelligence (AI) tools and technologies.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors, and customers face to face.
- Willingness to learn and utilize Artificial Intelligence (AI).
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Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19\.41 per hour, depending on qualifications, experience, department budgets, and industry data.
Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.
Job Description
POSITION OBJECTIVE
Working under general direction, the Education Coordinator (Department Assistant 3\) will report directly to the Manager of Administrative Operations and is responsible for providing administrative support to the faculty and staff of the Master of Science in Anesthesia (MSA) program. The coordinator will apply judgment and decisions to implement strategies and tasks necessary to carry out the operations of the MSA program and will escalate complex situations to the manager when appropriate. This position serves as internal liaison between the program and other offices on campus, including but not limited to the Office of Medical Education and other medical school departments. Responsibilities of the coordinator include maintaining the efficient operations of the 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.
ESSENTIAL FUNCTIONS
NONESSENTIAL FUNCTIONS
CONTACTS
Department: Continuous contact with Manager of Administrative Operations, program director, medical director, and MSA faculty and staff. Regular contact with Office of Medical Education staff and faculty.
University: Regular contact with Office of Medical Education, 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.
SUPERVISORY RESPONSIBILITIES
No direct supervision of staff employees.
QUALIFICATIONS
Experience: 5 or more years of related work experience.
Education/Licensing: High school education required; prefer Associate's or Bachelor's degree.
REQUIRED SKILLS
WORKING CONDITIONS
General office environment, occasional night and weekend hours. The employee will perform repetitive motion using computer mouse and keyboard to type. This position may be eligible for the staff hybrid remote work program pending supervisor approval.
Hybrid Eligibility
This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
EEO Statement
Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.
Reasonable Accommodations
Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216\-368\-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case\-by\-case basis.
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