Education Coordinator, Washington, D.C. campus (Department Assistant 3)

Case Western Reserve University
Washington D.C.
Sep 10, 2019
Oct 15, 2019
Full Time

Date: August 2019                                                                                                                                                       

Title: Education Coordinator, Washington, D.C. campus (Department Assistant 3)

Department: Master of Science in Anesthesia Program

Location: Washington, D.C.


Working under general direction, the Education Coordinator (department assistant 3) 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 MSA Program. This position serves as internal liaison between the MSA Program and other offices on campus, including but not limited to the Department of Anesthesiology, School of Graduate Studies, financial aid office, and medical school departments. Responsibilities of the coordinator include maintaining the efficient operations of the MSA Program office, particularly in the absence of the manager of administrative operations; serving as a first line of contact for the MSA 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 events in the school for recruitment purposes, including shadowing visits, candidate interviews and new student orientation. The coordinator is expected to assist in administering the MSA Program budget, developing strategies to reach potential applicants and promote the MSA Program, and performing online searches for funding opportunities.The coordinator has overall responsibility for the smooth functioning of the department and will be responsible for performing diverse duties of an administrative/clerical nature requiring accuracy.


  1. Serve as the central source of information for the MSA Program and Washington, D.C. 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. Facuilitate communications between the department and the university. Coordinate workflow between departments as needed. (20%) Assist in coordination of events for recruitment purposes. Arrange shadowing visits from potential students. Assist the manager of administrative operations with candidate interviews, including scheduling and lunch preparations. Assist the manager with the compilation of new student orientation materials and with the orientation process in general. Assist in developing strategies to reach potential applicants and promote the MSA Program. (15%) Perform all duties associated with administrative support for the program director and manager. Distribute and compile rotation, class and year-end evaluations. Maintain confidential files for appointments, promotions and tenure committee and provide administrative support for the chair. 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 office files. (15%) Organize and coordinate all activities associated with the student afternoon conferences including student paperwork, CME paperwork, preparation and distribution of announcement signs, audio/visual equipment and room reservations. (10%) Provide computer assistance to students including PowerPoint presentations and scanning. Schedule didactic instructors and guest speakers. Ensure instructional materials and classrooms are available. Ensure the distribution of the students' daily clinical schedule to the students and instructors. Schedule student mid-semester conferences. Assist students with daily questions and concerns. Assist the manager with creating the students' schedule, including exams, registration, financial aid deadlines, grade deadlines and rotations. (10%) Assist in maintaining MSA financial accounts, including analysis of monthly expense statements.Work with manager to establish budget priorities. Assist 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. Perform online searches for funding opportunities for MSA program projects and students. Assist in the preparation of proposals to funding agencies by providing services in research, writing, and editing. (10%) Update and maintain accurate, confidential student files and records. Maintain student and instructor evaluation program, including data entry as needed. Coordinate the collection and compilation of test questions from departmental faculty for the student basic science exam and grade as appropriate. Proctor all final exams as requested by the instructor. (5%) Coordinate the program’s holiday and honors dinner including invitation distribution. Coordinate other local program events and activities. (5%) Coordinate travel arrangements for re-accreditation site visit. Assist the manager with the compilation of data necessary for the self-study document. (5%) 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-line coordinator for the American Academy of Anesthesiologist Assistants (AAAA) to share employment opportunity information. (5%)


Perform other duties as assigned.


Department: Continuous contact with program director, medical director, manager of administrative operations, and MSA faculty and staff. Regular contact with anesthesiology department faculty, staff and department administrator.

University: Regular contact with university financial aid office, School of Graduate Studies, Student Health Service, and various offices in the medical school in order to receive or transmit student information and complete job responsibilities.

External: Continuous contact with program applicants and interested public in order to provide information on the MSA Program, the Washington D.C. 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 in order 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) in order to obtain or provide information.

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


No direct supervision of staff employees.


Experience: 5 or more years of related work experience.

Education/Licensing: High school education required, Associate’s degree or Bachelor's degree strongly preferred.


  1. Working knowledge of common administrative practices and data management. Project management and knowledge of basic accounting practices strongly preferred. Excellent organizational skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail, accuracy and follow-through. 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. Must be able to maintain confidentiality; work in a fast-paced, changing environment; and have a strong customer service focus. Ability to work independently and collaboratively within a team. Must demonstrate a goal-oriented and professional work ethic. Ability to perform various clerical functions, including filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents. Ability to operate copy and fax machines, perform calculations, and produce documents; as well as the ability to operate scanners, audio visual equipment. Proficiency with Microsoft Office (Word, Excel, PowerPoint, Publisher) and database management. Working knowledge of PeopleSoft Financials and Human Capital Management (HCM) is preferred. Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed. Ability to meet consistent attendance.  Ability to interact with colleagues, supervisors and customers face-to-face.


General office environment.


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 Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for an applicant will be made on a case-by- case basis.


CWRU offers a flexible benefits package including tuition waiver for employees and dependents; Respond in confidence, including salary history:, human resources job code #7836.

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