POSITION OBJECTIVE
Working under general direction, provide administrative support to department. The Coordinator will serve as the first point of contact for guests in the Office of the President. The Coordinator will perform administrative duties that support advancing the goals of the Office of the President and the offices of Government Relations and Community Relations. Responsibilities include managing the schedules, reimbursements, and travel for three leaders - the Vice President, Chief of Staff and Strategic Advisor to the President; the Assistant Vice President for Government Relations; and the Assistant Vice President for Local Government and Community Relations. Responsibilities also include clerical duties as assigned by the Executive Assistant to the President. The Coordinator is responsible for project management activities that may include acquiring resources and coordinating the efforts of team members and third-party contractors or consultants in order to submit funding applications and deliver projects according to plan.
ESSENTIAL FUNCTIONS
- Manage a variety of interactions with a diverse group of individuals at the university and responsible for business activities of the departments that include, but are not limited to, managing schedules of the Vice President, Chief of Staff and Strategic Advisor to the President, the Assistant Vice President for Government Relations, and the Assistant Vice President for Local Government and Community Relations. Coordinate and secure logistical details for all on- and off-site appointments. Proactively anticipate and arrange travel to and from appointments as needed. Confirm domestic and international travel, including hotel, airline and ground transportation. Develop detailed travel itineraries, including all pertinent background materials, confirmations, and contact information. Triage questions/issues and recognize when issues require additional feedback before decisions are made. Make adjustments on short notice as urgent shift in priorities change. (25%)
- Initiate and follow up on routine correspondence as directed by the Executive Assistant to the President. Proofread and edit correspondence, reports, records, etc. as necessary. Provide general office support, including filing, ordering supplies and organizing meetings. (20%)
- Manage and monitor budget records for the Office of Government Relations and the Office of Community Relations. Authorize expenditures in accordance with budget. Process and reconcile financial documents, including purchase requisitions; travel and expense reimbursements for the Vice President, Chief of Staff and Strategic Advisor to the President, the Assistant Vice President for Government Relations, and the Assistant Vice President for Local Government and Community Relations; and other invoices using the PeopleSoft system. Assist in forecasting and budgeting analysis for the offices of Government Relations and Community Relations. Ensure accuracy of charges reflected on the offices of Government Relations and Community Relations financial statements by reconciling operating expenses. Identify and resolve any discrepancies and process journal entries when necessary. Manage process for consultant/contractor proposals and approvals in PeopleSoft and track progress to completion. (20%)
- Perform significant and time-sensitive work requiring both excellent judgment and the greatest level of discretion of a confidential nature with limited supervision; while at the same time recognizing those matters that require guidance from higher-level administrators. Handle large volumes of confidential university information, documents and correspondence. Assignments may be long term and require the individual to rely on own resources in task accomplishment. Examples include organizing electronic files, archiving files, paper files, and assisting with the planning of programs and events. (20%)
- The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus to manage and plan schedules and activities. (10%)
NONESSENTIAL FUNCTIONS
- Serve as backup for office staff during absences. (5%)
- Perform other duties as assigned. (<1%)
CONTACTS
Department: Daily contact with Office of the President and offices of Government Relations and Community Relations, and Office of the Provost staff to maintain workflow.
University: Contact with offices of the deans and offices of vice presidents to exchange information.
External: Contact with the Board of Trustees, donors, community leaders, consultants, elected officials and civic leaders and with travel and accommodation vendors to exchange information.
Students: Contact with students to exchange information.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. May direct the work of students or temporary employees.
QUALIFICATIONS
Experience: 5 years of related administrative experience required, preferably working in an executive office setting.
Education: High school education required.
REQUIRED SKILLS
- 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.
- Proven ability to plan, initiate, manage and navigate challenging logistical situations.
- Proven ability to troubleshoot and to identify problems and appropriate responses to complex issues involved in event and schedule management.
- High level of confidentiality.
- Must have a proven professional demeanor with tact, courtesy and diplomacy.
- Flexibility to adapt to changing needs of the office.
- Desire and ability to work as a team.
- Ability to work overtime as needed.
- Ability to operate computer, various software packages, copy and fax machines. Proficiency with Word, Excel, PowerPoint, and Outlook is required.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors, and customers face to face.
- 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.
WORKING CONDITIONS
The Office of the President is an extremely fast-paced environment where multitasking, accuracy and excellence is demanded. The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus. Staff is expected to adhere to a business dress code; casual and business casual are inappropriate. The employee will perform repetitive motion using computer mouse and keyboard to type. This position requires full-time in-office presence and is not eligible for Case Western Reserve University's hybrid work program.
