Job Information
Case Western Reserve University Administrative Coordinator in Cleveland, Ohio
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%)
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%)
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 wil