Description
POSITION OBJECTIVE
Working under general direction and reporting to the operations manager, the administrative coordinator will provide administrative support to 6 to 7 high-ranking officials within the Office of the Provost, including but not limited to 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. The administrative coordinator serves as the central hub of daily business operations for the Office of the Provost. This position is responsible for providing high-level executive reception, serving as the primary "face" of the office to internal and external constituents, including trustees, donors, and Case Western Reserve University leadership. The administrative coordinator ensures the seamless execution of daily administrative functions by proactively managing complex calendars for the provost¿s senior leadership team and maintaining the professional standards of the office environment. Functioning as a key tactical team member to the operations manager, the coordinator executes standardized workflows to support business functions, office efficiency, financial and human resources administration, event and program execution, and logistical coordination of the daily administrative functions in the office.
ESSENTIAL FUNCTIONS
Provide professional executive-level reception services and continuous office coverage, serving as the first point of contact for the Office of the Provost; proactively greet and direct high-level visitors, including university leadership, board of trustees members, donors, and community officials, ensuring a welcoming and polished environment. Administer all aspects of the office, including maintaining accurate phone contacts, delivering timely and professional email correspondence, and front office support. Coordinate itineraries and travel arrangements for executive leaders, donors, high-profile guests and dignitaries as assigned. Provide other support for routine HR and financial administrative activities as assigned. (30%)
Arrange meetings and appointments and maintain necessary, timely, and professional correspondence with attendees; may take meeting minutes and distribute records and reports to constituents. Manage and control the complex calendars for multiple members of the provost¿s senior leadership team (e.g., deputy provost, vice provosts); exercise independent judgment in prioritizing scheduling requests, managing office workflow, resolving routine administrative issues, and ensuring adequate time allocation for strategic projects and operations. Coordinate all logistical details for meetings and appointments, including securing meeting rooms, audiovisual setups, catering and agenda coordination and distribution; proactively adjust schedules on short notice to accommodate urgent shifts in institutional priorities. Develop and maintain records of meeting agendas, minutes and materials for select working groups and teams reporting into the Office of the Provost. Collaborate with the executive assistant to the provost to ensure alignment between the senior leadership team¿s meetings and the provost¿s schedule. Provide administrative support for search advisory committees reporting to the provost, including scheduling candidate interviews, preparing itineraries and agendas, and coordinating candidate travel logistics. (30%)
Process complex and highly confidential information as it escalates to the level of the Office of the Provost. Strictly adhere to standard operating procedures established by the operations manager regarding triage, university and department policies, office points of contact workflows, and executive-level norms. Coordinate across departments including deans¿ offices, Office of the President, etc. to compile and distribute information as needed. Maintain highly confidential records. Exercise high-level discretion and diplomacy to screen incoming calls and inquiries, determining the priority of requests and escalating them appropriately and effectively. (10%)
Authorize routine department expenditures, including the processing of purchase requisitions, invoices, and journals using the PeopleSoft system. Coordinate the procurement of office and event supplies, maintaining inventory levels to ensure the office functions without interruption. Organize and manage travel arrangements for the leadership team, including itinerary development and the preparation of travel expense forms and reimbursements in compliance with university policy. Monitor budget records for specific office activities and submit financial transactions for approval in accordance with established budgets. Reconcile monthly expense statements, ensuring the accuracy of charges reflected on operating expense statements and identifying and resolving billing discrepancies for office services and supplies. Assist in preparing budget summaries, tracking expenditures, and compiling expense reports. (10%)
NONESSENTIAL FUNCTIONS
Keep current on provost-led initiatives, programs, events, etc. relative to the university. Serve as a knowledgeable liaison for inquiries regarding Office of the Provost-hosted events and programs, ensuring correct information is shared. Demonstrate exceptional knowledge of the university, ensuring correct contacts are identified, and scheduling requests are routed 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 operations manager, Office of the Provost staff, senior leadership, the provost and 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. 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.
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.
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 M-F 8:30-5:00. This position is ineligible for the staff hybrid work program.
