Administrative Coordinator

Updated: about 1 month ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

Working with a high degree of independence and under general direction, provide overall administrative expertise for a variety of department and center related functions, including overall management of the Director’s activities which includes organizing and preparing for review finance, budget, grant administration, human resources, faculty and staff recruitment, overall organization, purchasing, and space and facilities planning activities. The Case Comprehensive Cancer Center (Case CCC) is a partnership organization supporting all cancer related research efforts at Case Western Reserve University, University Hospitals Cleveland Medical Center, and the Cleveland Clinic. The administrative coordinator functions as a technical resource and advisor exercising discretion and independent judgment. The administrative coordinator has authority to accomplish major objectives, investigate, and resolve matters relating to faculty and staff, and has the authority to formulate, affect, interpret, or implement management policies or operating practices in activities involved with the director.

 

ESSENTIAL FUNCTIONS

  • Manage administrative operations within the office of the Cancer Center director. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement and direct the implementation of changes. Develop and oversee support systems for the office, both electronic and manual, to ensure the most effective delivery of services. Has overall responsibility for the smooth functioning of the Director’s office. Process complex, highly confidential, strategic, and time-sensitive information. Arrange meetings and maintain necessary correspondence with attendees. Take minutes. Relay information on sensitive matters to constituents within and external to the university. Responsible for assuring response to both official and casual communications with the office of the director and the various constituencies. Compare and evaluate possible courses of conduct and recommend to the director the best course of action. May resolve issues on behalf of the center director. Process and maintain confidential records. (20%)
  • Consult and represent the Case CCC as designated in communicating with internal and external constituents including preparation of correspondence, manuscripts, manuscript reviews, reports, and presentations. Independently research, prioritize, and follow up on multiple incoming issues, and concerns addressed to the director including those of a sensitive and confidential nature; determine the appropriate course of action, referral, and response. Advise in the understanding and interpretation of university policies and procedures, as appropriate, and help ensure that department and center operations comply with policy provisions and standards from the institution. Investigate and resolve matters of significance under the direction of the director and associate director for administration. Attend administrative meetings and conferences to achieve cooperation between functions. (15%)
  • Develop and create content for letters of support and recommendation for individuals submitting grants and those applying for promotion and tenure. Produce well-researched, organized, and accurate content on tight deadlines. Communicate with leadership, collaborators, and potential interview sources for accurate details. Prepare original reports, briefing, presentations, letters, and memoranda. Interface with Center members for coordination and information sharing, and development of processing systems to enhance efficiency in scheduling meetings, data processing, and preparation of written reports, preparation of slides and brochures for presentations locally and nationally. (15%)
  • Plan organizational budget needs by working with the director and associate director to analyze program plans on both a short- and long-range basis by considering past requirements and expenditures and current programs, and future goals. Prepare various analytical reports in written and graphical forms based on management needs for the activities in the director’s office. (10%)
  • Advise and guide the center director in the preparation of grant proposals and applications to include compilation of data necessary for the study design; prepare administrative progress reports for submission to sponsoring agencies. (12%)
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    NONESSENTIAL FUNCITONS

  • List Serve an active role on the leadership team in developing long- and short-term department strategic planning. Under the direction of the director, chart out yearly plans, monthly work plans and determine measurable targets. For activities in the director’s office, assist with developing a work plan with key activities, deliverables, and milestones for individuals, program team or organizational unit. Provide the expected results or outputs from each key activity or strategic initiative. Provide analysis of milestones achieved in written and graphic report form to management. (5%)
  • Manage human resources activities that require director’s input. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues, and special requests. Has authority to sign off on paperwork such as requisitions and performance reviews representing the director. (5%)
  • Help manage faculty recruitment interview schedule, including travel arrangements. Point of contact for faculty candidates to schedule phone, video conference, in-person interviews, and campus visits. Provides itinerary to candidate and faculty search committee. Manage similar activities for the hiring of direct reports to the director (5%)
  • Encapsulate department/center policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the director in accordance with center precedents and policies. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (5%)
  • Liaise with distinguished guests, community representatives, hospital administrators, faculty, alumni, and students for the promotion of, and operations related to the Case CCC. Serve as an administrative link between the director, other academic and administrative units of the school, and appropriate central university departments. Manage complex interfaces with many external organizations and individuals. (5%)
  • Help coordinate the Cancer Center seminar series with a special emphasis toward potential faculty presenting research to the department and other interested scientists throughout the School of Medicine, the university, and its hospital affiliates. Coordinate local and national lectures involving government officials, scientists, and researchers abroad. (2%)
  • Perform other duties as assigned. (1%)
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    CONTACTS

    Department: Continuous contact with Cancer Center director, associate directors, faculty, and staff to exchange information.

    University: Frequent contact with medical school faculty and leadership. Frequent contact with all faculty and administrators as needed. Moderate contact with access services, records, payroll, and benefits.

    External: Regular contact with all partner institutions and officials including Cleveland Clinic, MetroHealth, University Hospitals of Cleveland, community affiliates and agencies, government agencies and other health agencies. Regular contact with distinguished guests, community representatives, and researchers at other institutions nationally and internationally. Infrequent contact with moving companies for faculty relocation.

    Students: Occasional contact with students.

     

    SUPERVISORY RESPONSIBILITIES

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

     

    QUALIFICATIONS

    Education/Experience: Associate degree and 3 years of administrative work experience; or high school education and 7 years of administrative work experience required. Experience in a university or non-profit setting preferred.

     

    REQUIRED SKILLS

  • Outstanding verbal and written 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 orally and in writing as appropriate for the needs of the Center Director. 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.
  • Understanding of sponsored research funding from internal and external sources and administration required.
  • Knowledge of financial spreadsheets
  • Strong organizational and interpersonal skills required, both oral and written required. Must be able to organize, write and edit scientific and administrative text relevant to the Director.
  • Ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and proven ability to successfully follow-through on assigned projects.
  • Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable, resourceful and a self-starter.
  • Ability to work with sensitive information and maintain confidentiality.
  • Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands, and timelines.
  • Excellent computer skills, with the ability to use/create calendar functions, surveys, Microsoft Office Suite required.
  • Proactive approach to potential problems, excellent problem-solving skills required.
  • Excellent computer skills experience, excellent mathematical skills; ability to use spreadsheets, , database packages, numerous online scientific database and interfaces, PeopleSoft and Oracle financial system applications.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors, and customers face-to-face.
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    WORKING CONDITIONS

    Typical working environment.

    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.

    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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    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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