POSITION OBJECTIVE

Working under general direction, the Education Coordinator is responsible for providing administrative support to the faculty and staff of the Master of Science in Anesthesia program. The coordinator will apply independent judgment and decisions to implement strategies and tasks necessary to carry out the operations of the Master of Science in Anesthesia program. This position serves as internal liaison between the Master of Science in Anesthesia program and other offices on campus, including the medical school departments. Responsibilities of the coordinator include maintaining the efficient operations of the Master of Science in Anesthesia program office, particularly in the absence of the Manager of Administrative Operations; serving as a first line of contact for the Master of Science in Anesthesia program; advising and instructing students, interested public, faculty and staff on issues pertaining to the program, including admission and program requirements; and working with the Manager to coordinate activities in the program, including candidate interviews and new student orientation. The coordinator is expected to authorize routine expenditures, prepare program budget, develop strategies to reach potential applicants, promote the Master of Science in Anesthesia program, and performs online searches as needed.

ESSENTIAL FUNCTIONS

1. Serve as the central source of information for the Master of Science in Anesthesia program and Austin area, as well as for university procedures, activities, and resources. Handle incoming and outgoing telephone calls and e-mail requests, distribute program information to prospective students and other interested public. Maintain prospective student and interested public inquiry database, coordinate data collection, and provide periodic reports. (20%)
2. Plan and organize student recruitment events, candidate interviews, new student orientation, including scheduling and coordinating all aspects of a successful interaction. Create/compile orientation materials. Research and provide ideas in developing strategies to reach potential applicants and promote the Master of Science in Anesthesia program. (15%)
3. Perform diverse duties associated with administrative support for the program director and manager. Distribute and compile rotation, class, and year-end evaluations. Order office supplies and manage relationships with vendors. Arrange and schedule meetings. Compose and distribute office correspondence including meeting minutes. Handle mail and copying. Oversee routine maintenance on fax machines, copiers, and printers. Ensure office has sufficient FedEx supplies. Keep office subscriptions up to date. Maintain confidential records. (15%)
4. Organize and coordinate activities associated with the student afternoon conferences including student paperwork, continuing medical education requirements, preparation and distribution of announcement signs, audio/visual equipment, and room reservations. (10%)
5. Schedule student mid-semester conferences. Respond to students with questions and concerns. Manage more complex difficult matters. Determine when issues need to be escalated. Follow-up with students to ensure a successful outcome. Create and manage the students' schedules, including exams, registration, financial aid deadlines, grade deadlines, and rotations. (10%)
6. Maintain Master of Science in Anesthesia financial accounts, perform analysis of monthly expense statements. Work with manager to establish budget priorities. Participate in the planning and development of the program budget, prepare monthly forecasts. Process, reconcile, and maintain travel reimbursements and payment requests, investigate any discrepancies. Authorize routine purchases and office expenditures. (10%)

NONESSENTIAL FUNCITONS

1. Update and maintain accurate, confidential student files and records. Maintain student and instructor evaluation program, including data entry as needed. Proctor all final exams as requested by the instructor. (5%)
2. Coordinate the program's honors dinner, clinical instructor dinners, and other local program events and activities. (5%)
3. Coordinate with the manager in the compilation of data and reports for annual reaccreditation survey. Coordinate travel arrangements for re-accreditation site visit and assist the manager with the compilation of data necessary for the periodic re-accreditation self-study document. (5%)
4. Coordinate travel arrangements for visiting employment recruiters. Create and maintain employment opportunities database for students. Distribute all potential employment information to students as new postings arrive. Maintain contact with the job board coordinator for the American Academy of Anesthesiologist Assistants (AAAA) to share employment opportunity information. (5%)
5. Perform other duties as assigned. (<1%)

CONTACTS

Department: Continuous contact with program director, medical director, manager of administrative operations, and MSA faculty and staff. Regular contact with school of medicine faculty and staff.

University: Regular contact with university financial aid office, School of Medicine offices, and Student Health Service to receive or transmit student information and complete job responsibilities.

External: Continuous contact with program applicants and interested public to provide information on the MSA program, the Austin area, and the program's admission requirements. Continuous contact with program alumni, many of whom are clinical instructors for the program, to provide student schedules and information on program activities. Continuous contact with vendors to make office purchases or to schedule an event. Moderate contact with the American Academy of Anesthesiology Assistants and the re-accreditation review committee (ARC-AA) to obtain or provide information.

Students: Continuous contact with students enrolled in the MSA program to advise, instruct and coordinate educational activities.

SUPERVISORY RESPONSIBILITIES

No direct supervision of staff employees.

QUALIFICAITONS

Experience: 5 years of related work experience.

Education: High school education required; prefer Associate's or Bachelor's degree.

REQUIRED SKILLS

1. Working knowledge of common administrative practices and data management.
2. Project management and knowledge of basic accounting practices strongly preferred.
3. Excellent organizational skills: ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail, accuracy, and follow-through.
4. Must demonstrate professional and effective oral and written communication skills, and strong interpersonal skills. Ability to communicate effectively with all levels within the university including faculty, staff, and students-as well as with individuals outside the university-is required. Ability to handle all telephone calls in a helpful, courteous, and efficient manner.
5. Must be able to maintain confidentiality; work in a fast-paced, changing environment; and have a strong customer service focus.
6. Ability to work independently and collaboratively within a team. Must demonstrate a goal-oriented and professional work ethic.
7. Ability to perform various clerical functions, including filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents.
8. Ability to operate copy and fax machines, perform calculations, and produce documents; as well as the ability to operate scanners, audio visual equipment.
9. Proficiency with Microsoft Office (Word, Excel, PowerPoint, Publisher) and database management.
10. Working knowledge of PeopleSoft Financials and Human Capital Management (HCM) is preferred.
11. Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.

WORKING CONDITIONS

General office environment. The employee may have to work occasional night and weekend hours for the program schedule. The employee will perform repetitive motion using computer mouse and keyboard to type.

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.

.

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.

.