Administrative Coordinator

Case Western Reserve University, United States

Updated: 24 days ago
Location: Campus, ILLINOIS
Job Type: FullTime

A strong internal candidate has been identified.

POSITION OBJECTIVE

Working under general direction, the Administrative Coordinator will perform administrative tasks and services to support effective and efficient operations in the fast-paced and high work volume environment of the Office of Finance and Planning. This position will provide day-to-day direction and supervision to student staff when appropriate. Assignments may be long term and requires the individual to rely on own resources in task accomplishment. The Administrative Coordinator will serve as a support to departmental operations and activities, involving a blend of administrative tasks, coordination of departmental projects, and direct assistance to department members.

 

ESSENTIAL FUNCTIONS

  • File Scanning and Digitization: Manage, prepare, digitize, and upload the digitized files to specified storage space; records include but are not limited to student information, transcripts, faculty salaries, financial reports, HR files, and patient files.  Prepare documents for digitization, ensure accurate conversion of physical records to digital format. Utilize insights gained from tracking efforts to enhance digitization, organization, and reporting. (50%)
  • Faculty Information System Support: Provide faculty affairs support, including processing, tracking, and organizing annual faculty contracts; maintaining data; and contributing to the reporting process. Develop deep understanding of and collaboration with the Faculty Affairs Office to master the faculty annual contract process. Support updates to the Faculty Information System (FIS), including testing new system features and preparing data/documents for integration. Update status changes and also create data sets for monitoring the annual contract workflow of more than 9,000 faculty members that need to be dynamic and robust so several reports can be generated from the raw data. Assess and implement how to set up a data framework/template in Excel that allows easy application of formulas for extracting specific information by future data analysts.  (25%)
  • Records Maintenance and Reporting: Maintain the confidentiality and integrity of records. Regularly provide project updates to stakeholders for review and feedback. Provide input and recommendations on process improvement for records maintenance and reporting. (15%)

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    NONESSENTIAL FUNCITONS

  • Interdepartmental and Vendor Communication: Engage in scope of communication, training, and organization to support 9,000+ faculty. Facilitate communications between various departments and external vendors. Prepare and distribute correspondence through multiple channels, including email, message boards, flyers, interoffice mail, and regular postal services. (5%)
  • Supervise and train students on office procedures and policies as it relates to Office of Finance and Planning, university guidelines and federal regulations. Provide coverage in the absence of other staff and perform other duties as assigned. (5%)

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    CONTACTS

    Department: Frequent interaction with supervisor regarding project progress.

    University: Regular contact with department administrators at SOM. Regular collaboration with other staff members to collaborate on work.

    External: Moderate contact with vendors regarding service scheduling, machine maintenance, and troubleshooting.

    Students: Frequent contact with interns to provide training, advice, and instruction.

     

    SUPERVISORY RESPONSIBILITIES

    This position will direct the work of students. This position has no supervisory responsibilities.

     

    QUALIFICAITONS

    Education/Experience: 5 or more years of experience as an administrative professional and High School education required; or Associate’s degree and 2 years of experience. Bachelor's degree preferred.

     

    REQUIRED SKILLS

  • Good interpersonal skills, multitasking ability, and a willingness to learn new skills. Proficiency in computer applications. (Box, Adobe, Microsoft Office Suite, Google Suite, etc.)
  • Excellent communication skills, problem-solving
  • Strong analytical skills that help you parse data and information to develop creative, rational solutions
  • Strong critical thinking skills
  • Ability to identify issues and trouble-shoot
  • Ability to gather information through testing and observation
  • Proficient data processing skills
  • Good organizational and time management skills.
  • Ability to interpret policies, procedures, regulations, and situations.
  • Ability to respect and protect the confidential nature of the work of the Director and staff.
  • Work effectively and cooperatively with a very diverse group of people.
  • Exercise good judgment and discretion in handling confidential and sensitive matters.
  • Commitment to working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background and ability.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors, and co-workers face to face.

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    WORKING CONDITIONS

    General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type.

    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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