Coordinator NE40

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 $20.68 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.

POSITION OBJECTIVE

Working under limited supervision, provide overall administrative, project management and coordination of a variety of functions, including financial accounting and reporting, project planning and execution, special projects, as well as the day-to-day operations of the business unit. Serve as an administrative liaison between Teaching and Learning Technologies and other university departments, including the Provost¿s office and academic schools and departments. Collaborate with UTech and academic departments to make sure successful cross-functional integration of activities. Keep current on business policies and procedures within the division and the university and function as a technical resource and advisor in educating the staff on division and university processes.

Essential Functions

• Coordinate and manage projects related to teaching and learning with technology, including support of UTech¿s enterprise technologies, online learning, digital accessibility, AI, and XR. Lead and follow through on project activities spanning multiple teams and organizations. Identify requirements, develop specifications and monitor and maintain schedules. Develop plans for gathering, disseminating and retaining project performance information. Create and oversee the implementation of and adherence to standard operating processes and procedures. Establish and maintain good working relationships with team members, sponsors, stakeholders, managers, and vendors as needed. Establish and maintain strong partnerships through proactive communication, ensuring all relevant stakeholders remain informed of developments that impact their operations. Track budgets, monitor and maintain schedules on all TLT projects. Lead the design and development of communication solutions for internal teams for projects. This includes the creation of themes and copies for informational literature, promotional materials, newsletters, etc. (40%)
• Oversee and manage all non-salary financials for assigned cost centers including client billing. Support TLT leadership in managing large application purchases from proposal to procurement. Analyze spending patterns, perform needs assessment, make projections, analyze variances and recommend courses of action. Review, resolve issues, and authorize routine expenditures within the guidelines of the division policies/procedures. Review monthly expense statements for both operating, project and special budgets. Determine and solve any discrepancies. Ensure that transactions are recorded in accordance with division and university procedures and general accounting processes. Function as a technical resource and advisor on matters relating to procurement . (35%)
• Administer all aspects of the office including calendar management, correspondence, supply/ equipment inventory, equipment maintenance, office moves, travel arrangements, etc. Draft schedules, agendas, presentation, etc. for meetings and other gatherings with internal and external audiences (including faculty, staff, students and external constituents). Attend meetings and direct follow-up communications and actions in consultation with Assistant VP for Teaching and Learning Technologies. Collaborate with other departments to make sure successful cross-functional integration of activities. Implement and/or interpret division and university policies and procedures and ensure compliance by all. Recommend policies and procedures to unit leadership. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (15%)

Nonessential Functions- Serve as the first point of contact for university visitors; provide a welcoming, polite, and efficient experience for visitors. Determine needs and route visitors to the appropriate staff member and/or area. Answer routine inquiries to the office. Handle a wide variety of matters, situations and conflicts involving all levels of office administration. Investigate, compare and evaluate possible course of conduct to determine the best course of action to resolve matters, if possible or route issues to appropriate area. (5%)

• Manage departmental student worker hiring and onboarding. (5%) May serve on division or university-wide committees. (Perform other duties as assigned. (

CONTACTS

Department: Daily contact with all levels of division staff and regularly with other campus departments to seek and exchange information on both routine and non-routine matters and respond to questions or issues related to specific accounting functions and/or policies, issue resolution, etc.

University: Daily contact with other university departments, such as Accounts Payable, Procurement, Controller¿s Office, Undergraduate and Graduate Studies, the Provost¿s office, and academic units (faculty & staff). The nature of these interactions will be furnishing and receiving information, issue resolution, maintain workflow, etc.

External: Frequent contact with vendors to exchange information in regard to quotes, invoices, discuss projects, etc.

Students: Contact with students to exchange information on an as needed basis.

Supervisory Responsibilities This position has no direct supervision of staff employees but will supervise student employees. May supervise temporary employees. May lead small project teams.

Qualifications Education/Experience: High School graduate or equivalent and at least 6 years of related administrative or project management experience required including general accounting, coordinating projects, large meetings, and events. - OR - Associates¿ degree and at least 3 years of related administrative or project management experience. ¿ OR - Bachelor¿s degree. Intermediate to Advanced level coursework in Microsoft Office Products and Google Drive suite preferred. Prefer experience with educational organization.

Required Skills

• Strong budget management skills, including accounting skills and the ability to prepare a detailed statement of financial results that are expected for a given time period in the future for the business unit. This includes the ability to assemble financial data and convey data effectively to management.
• Strong computer skills ¿ Advanced features of current versions of Microsoft Word, Excel, PowerPoint, required. Windows 10 or higher. Internet research abilities. Knowledge of Google Drive applications preferred. Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Strong project management and coordination skills with the ability to help section leads and managers keep projects and initiatives on time and within budget by monitoring timelines, maintaining project status information, and coordinating among many stakeholders.
• Ability to work with a broad range of individuals on projects and initiatives, including university faculty, academic and administrative leadership, students, and team members.
• Ability to operate typical office machines to do calculations and produce documents.
• Ability and eagerness to learn about new technologies and ways to incorporate them into teaching to execute projects.
• Ability and eagerness to learn about digital accessibility as it relates to CWRU faculty, students, and staff.
• Strong knowledge, understanding of and compliance to university policies and procedures.
• Strong ability to work with sensitive information and maintain confidentiality.
• Ability to pay particular attention to detail, particularly in accounting and creating and editing correspondence. Excellent proofreading.
• Strong ability to work with a complex set of standards, procedures and terminology, applying significant attention to detail, accuracy and verification.
• 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.
• Ability to develop networks and use them to strengthen internal and external support. Ability to identify opportunities and take action to build strategic relationships between UTech and other university areas, teams, departments, etc., to help achieve business goals.
• Strong ability to work in a team concert, being able to play the roles of team leader and team player as required. Ability to actively listen and be responsive to verbal and non-verbal clues.
• Ability to respond to difficult, stressful or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintain good working relationships among internal and external customers. The ability to recognize awkward or potentially embarrassing situations that sometimes arise. Always aware of tone and careful choice of words, while at the same time ensuring that the intended message is clear, polite and readily understood.
• Ability to look at situations from multiple perspectives, break problems into component parts, and look for underlying causes and think through the consequences of different courses of action.
• Ability to optimize the use of time and resources to achieve the desired results; effectively plans and organizes work to minimize crises; prioritize appropriately.
• Ability to identify various types of problems along with the creation of workable solutions. Requires the identification and analysis of problems, evaluation of alternatives, and provision of solutions.
• Ability to develop in-depth understanding of client needs in order to be more helpful. The ability to consider how different audiences are likely to respond and choose the best method of communicating the message to each audience. Ability to interact with colleagues, supervisors, and customers face to face.
• Consistently models high standards of honesty, integrity, trust, openness and respect for the individual.
• Ability to recognize the importance of certain tasks and responsibilities and the ability to prioritize to ensure that deadlines are met.
• Ability to be flexible in order to meet the constant changing scope and needs of the department, division and customers being served.
• Ability to work in a fast-paced environment while managing multiple projects.
• Ability to keep abreast of new technologies and changes to existing technologies which may affect future operations is required. Strong grasp of technology and how it plays a role in business processes.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Typical, professional office environment. There are periods of stressful times especially during project deadlines. There may be occasional pressure from demanding clients. Due to time constraints, many functions must be completed on set deadlines. Some activities may require working outside of normal business hours. May be requested to work overtime and on weekends. Travel between various locations on campus may be required. The position requires typing on a computer keyboard and using a computer mouse and a printer.

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.

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.