Administrative Coordinator

Salary Grade

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 $22.13 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 and reporting to the Assistant Provost for Strategic Initiatives, provide high-level administrative and operational support to senior officials within the Office of the Provost. Serve as a central point of professional coordination for daily office operations while maintaining primary responsibility for assigned administrative portfolios and providing cross-coverage to ensure continuity. Process complex and highly confidential matters with discretion and sound judgment.

ESSENTIAL FUNCTIONS

• Provide professional executive-level reception services and continuous office coverage, serving as the primary face and first point of contact for the Office of the Provost. Greet and direct university leadership, board of trustees members, donors, community officials, and other internal and external constituents, ensuring a welcoming and polished office environment. Administer all aspects of daily office operations, including telephone contacts, correspondence, front office services, and space and facilities needs. Provide routine human resources administrative support as assigned. Maintain primary responsibility for assigned administrative portfolios, cross-train with other Office of the Provost staff and provide backup coverage to ensure continuity of administrative functions. (30%)
• Provide administrative and calendar support to six to seven senior officials within the Office of the Provost, including the deputy provost for academic strategic initiatives, senior vice provost for academic and faculty affairs, vice provost for innovation, vice provost for interdisciplinary and international initiatives, associate provost for curriculum, associate provost for academic affairs, and assistant provost for strategic initiatives. Manage complex calendars, arrange appointments and meetings, maintain timely and professional correspondence with attendees, and adjust schedules on short notice to accommodate changes in institutional priorities. Coordinate meeting logistics, including securing rooms, arranging audiovisual support and catering, and preparing and distributing agendas, minutes, materials, records, and reports. Exercise independent judgment to prioritize scheduling requests and ensure adequate time for strategic projects and operations. Collaborate with the executive assistant to the provost to align senior leadership meetings with the provost¿s schedule. Support search advisory committees reporting to the provost by scheduling candidate interviews and coordinating itineraries, agendas, and candidate travel logistics. Coordinate itineraries and travel logistics for executive leaders, donors, high-profile guests, and dignitaries as assigned. (15%)
• Coordinate assigned Office of the Provost programs and events, which are often complex and high profile, from planning through execution. Develop and maintain event plans and timelines in collaboration with senior leadership and communicate timely information to participants and stakeholders. Coordinate vendors, facilities, materials, and other logistical requirements; provide on-site coordination and troubleshooting; and proactively resolve issues to ensure seamless delivery. (15%)
• Process complex and highly confidential information and correspondence escalated to the Office of the Provost. Maintain confidential records and follow established procedures for triaging inquiries, applying university and department policies, identifying office points of contact, and observing executive-level protocols. Exercise discretion and diplomacy to determine priorities and route or escalate requests appropriately. Coordinate with deans¿ offices, the Office of the President, and other departments to compile, relay, and distribute sensitive information to internal and external constituents as needed. (10%)
• Manage routine operating-budget, purchasing, contract-processing, and financial administrative activities for assigned office portfolios. Authorize routine department expenditures and process purchase requisitions, invoices, contracts, journals, travel expense forms, and reimbursements using the PeopleSoft system and in accordance with university policy. Procure office and event supplies and maintain inventory levels to support office operations. Monitor budget records, submit financial transactions for approval, reconcile monthly expense statements, verify charges, and identify and resolve billing discrepancies. Prepare budget summaries, track expenditures, and compile expense reports. (10%)

NONESSENTIAL FUNCTIONS

• Keep current on legislation, institutional developments, Provost-led initiatives, programs, and events relevant to the university and the Office of the Provost. Serve as a knowledgeable liaison for inquiries regarding Office of the Provost-hosted events and programs, ensuring accurate and current information is shared. Maintain exceptional knowledge of the university to identify correct contacts and route scheduling requests quickly and efficiently. (5%)
• Relay information on sensitive matters to constituents, external or within the university. Independently and effectively triage the Office of the Provost¿s response by routing concerns to the appropriate university departments or leadership team members to ensure timely resolution, and escalate matters involving personnel actions, confidential legal issues, or policy interpretation as appropriate. (5%)
• Provide impeccable office maintenance, ensuring the physical space remains organized and stocked with necessary supplies for meetings, events, and programs. (5%)
• Support the Provost in the absence of the executive assistant to the Provost. (3%)
• Perform other duties as assigned. (2%)

CONTACTS

Department: Continuous contact with the Office of the Provost staff, senior leadership, the Provost, and the Provost¿s executive assistant for scheduling, triage, and operational support.

University: Regular contact with staff and administrators throughout the university, including but not limited to the Office of the President, deans, vice presidents, and the board of trustees office for coordination of schedules and high-level visits.

External: Moderate contact with high-level business, governmental, and community officials for office visits. Frequent contact with vendors for procurement.

Students: Occasional contact with students regarding general inquiries or office visits.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May oversee general operations of clerical and/or student staff.

QUALIFICATIONS

Experience: 6 years of related administrative, executive support, or office coordination experience required; experience in a university or executive leadership setting preferred.

Education: High school education required; Bachelor¿s degree preferred.

REQUIRED SKILLS

• Must possess a proven professional demeanor with tact, approachability, and diplomacy, capable of serving as the primary representative of an executive-level office. Ability to interact with colleagues, supervisors, and stakeholders face to face.
• Ability to provide full attention to what others say, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Speaking with others to convey information effectively and professionally.
• Exceptional command of the English language with clear and professional written, oral, and interpersonal communication skills.
• Superior written communication skills with the ability to develop grammatically correct and error-free communications in documents, meeting materials, and email as appropriate for the needs of the audience.
• Proven ability to proactively identify and troubleshoot complex scheduling issues and make sound decisions under pressure without immediate supervision. Ability to understand the implications of new information for both current and future problem-solving and decision-making.
• Ability to meet consistent attendance to support the essential function of providing on-site executive-level reception and office coverage.
• Flexibility to adapt to the changing needs of the office and work overtime as needed to support critical deadlines or events.
• Ability to exercise the greatest level of discretion when handling sensitive university information, personnel matters, and correspondence.
• Proven ability to plan, initiate, and navigate challenging logistical situations, particularly regarding complex schedule management and visitor protocols.
• Ability to manage a varied range of schedules with timely and high-quality standards in a high pressure and fast-paced environment.
• Thorough knowledge of Google Suite (Gmail, Calendar, Drive) and Microsoft Office Suite (Word, Excel, PowerPoint). Ability to use financial systems (e.g., PeopleSoft) for reconciliation and procurement and cloud-based storage (e.g., SharePoint) for data management. Ability to operate standard office equipment, including copy, scanning, and multi-function devices.
• 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.

WORKING CONDITIONS

General office environment. The role requires the ability to move and manage office supplies and some event materials (lifting up to 20 lbs.). Regular office hours are Monday through Friday 8:30 a.m. to 5 p.m. This position is ineligible for the staff hybrid work program.

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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