Administrative Manager of Academic Affairs

Case Western Reserve University; Cleveland (OH); Hybrid; USD 25,000 - 36,000; Full time

Benefits offered by this job

Healthcare

Retirement plans

Tuition assistance

Paid time off

Winter recess

Job summary

Case Western Reserve University in Cleveland seeks an Administrative Manager of Academic Affairs to provide critical administrative and operational support for the College of Arts and Sciences. You will coordinate curriculum governance, support assessment and accreditation activities, monitor enrollment trends, and ensure effective communication across departments, committees, and university partners.

The role involves supporting ODHE and HLC program reviews, maintaining accurate records, and

Qualifications

• Experience: 1 year of related experience required.
• Bachelor's degree required.
• Familiarity with academic policies and administrative processes is a plus.

Responsibilities

• Provide administrative and operational support to the academic deans to coordinate workflows and prepare documentation.
• Track enrollment trends and communicate updates to the dean's office to inform decisions.
• Support committees and maintain records of curricular outcomes and review materials.
• Assist with graduate program reviews and accreditation preparations.
• Support Summer Session planning and related communications.

Skills

Organizational skills

Communication skills

Editing & drafting

Professionalism

Confidentiality

Teamwork

AI tools familiarity

Education

Bachelor's degree

Tools

Microsoft Office

CourseLeaf

Database management

Spreadsheet software

Job description

A strong internal candidate has been identified.

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.

POSITION OBJECTIVE

Working with a high degree of independence, the Administrative Manager of Academic Affairs provides critical administrative and operational support for the College of Arts and Sciences academic operations. The administrative manager supports academic deans in coordinating curriculum governance, managing academic workflows, supporting assessment and accreditation activities, monitoring enrollment trends to anticipate bottlenecks, and ensuring effective communication and documentation across departments, committees, and university partners. The administrative manager plays a key role in academic quality assurance by supporting the Ohio Department of Higher Education (ODHE) and Higher Learning Commission (HLC) program review processes, coordinating the collection and organization of review materials, and maintaining accurate records of internal and external academic evaluations. This position requires extensive knowledge of college academic programs, academic policies, curriculum processes, and academic systems to ensure the Dean's Office meets its academic responsibilities with accuracy, responsiveness, and professionalism.

Essential Functions

• Provide comprehensive administrative and operational support to the academic deans to coordinate academic workflows, prepare and organize documentation for curricular and assessment review processes, and ensure timely communication among the dean's office, academic departments, faculty and other units. Maintain accurate records, monitor deadlines, prepare materials for meetings and committees, and facilitate efficient information flow within the dean's office. Serve as administrative support for academic committees including the Committee on Educational Programs (CEP), College of Arts and Sciences Graduate Committee, and other standing committees related to academic affairs. Prepare agendas, gather supporting materials, maintain attendance, record official meeting notes, and coordinate follow-up actions and communication. Assist with the administrative processing of undergraduate and graduate academic grievances by gathering documentation, tracking timelines, and maintaining records; substantive decisions remain with the appropriate academic dean. Maintain up-to-date knowledge of college and university academic policies to answer questions and refer faculty, staff, and students to appropriate offices or resources. (30%)
• Provide administrative and operational support for curriculum governance processes across undergraduate and graduate programs. Manage the tracking and routing of course and program action forms; ensure accuracy and completeness of materials submitted to the committee on educational programs, college of arts and sciences graduate committee, faculty senate curriculum subcommittee, and other review bodies. Support the faculty chair of the committee on educational programs and the senior associate dean in preparing committee on educational programs agendas and summaries and maintaining records of all curricular outcomes. Follow up with proposers to resolve outstanding actions and ensure timely completion. Prepare and route one-time-offering course actions to the senior associate dean for academic affairs. Support intake of dean's approved major proposals and prepare them for committee on educational programs review. (15%)
• Provide administrative support for undergraduate program assessment, accreditation, and external program review processes. Coordinate with the assistant dean for assessment to collect, organize, and maintain assessment plans, reports, learning outcome documentation, and course syllabi. Coordinate the collection of departmental materials, scheduling, and communication for graduate program reviews conducted by the Ohio Department of Higher Education, including preparation of documentation for the College of Arts and Sciences Graduate Committee and external reviewers. Assist with scheduling, logistics, and follow-up for site visits and external evaluations. (10%)
• Assist the associate dean in monitoring undergraduate and graduate enrollment patterns across the college to identify emerging bottlenecks, capacity constraints, and areas requiring proactive intervention. Track enrollment trends during registration periods and communicate timely updates to the academic deans to support decisions related to course adjustments, section additions, and resource allocation. Prepare enrollment summaries and documentation that inform academic planning and policy implementation. (15%)
• Provide administrative and operational support across graduate program administration, graduate student academic processes, and postdoctoral affairs. Assist with coordinating graduate program and graduate student annual reviews, graduate student instructor of record appointments, and graduate student budget processes by preparing documentation, tracking deadlines, and maintaining accurate records. Provide administrative support for graduate student organizations, including Graduate Council of Arts and Sciences and its seed grants program, by preparing materials, tracking submissions, and coordinating communication. Provide logistical and administrative support for the associate dean's role as co-director of the PRIME program. Support postdoctoral affairs by assisting with appointments, position advertising, and professional development programming. (15%)
• Provide administrative and operational support for summer session academic processes, including coordinating departmental submissions, monitoring deadlines, preparing documentation, and ensuring accurate and timely communication between the dean's office, departments, the Office of the Provost, and other university partners. Assist with scheduling, course adjustments, and follow-up actions to support the academic dean managing Summer Session planning and execution. (12%)

Nonessential Functions

• Coordinate and schedule faculty participation in college-level scholarship review and selection processes, Manage communication, timelines, and materials to ensure faculty reviewers are prepared and able to participate effectively. (1%)
• Monitor and update academic affairs materials and related resources on internet¿ and intranet-facing platforms (1%)
• Provide other administrative support including administrative support for pre-major advising assignments, support College of Arts and Sciences Bulletin updates and SIS schedule of classes administration (1%)

Perform other duties as assigned

SUPERVISORY RESPONSIBILITY

None.

CONTACTS

Department: Continuous contact with academic deans, the dean for the purpose of supporting the college's academic operations; frequent contact with college staff, college assessment liaisons; department chairs and faculty for the purpose of academic operation.

University: Frequent contact with Provost's Office; Undergraduate Advising Support, University Registrar, Admissions/Enrollment, School of Graduate Studies to support the college's academic operations.

External: Occasional contact with external reviewers for program reviews and accreditation site visits.

Students: Regular contact with students regarding academic grievances, dean's approved majors, and other inquiries.

Qualifications

Experience: 1 year of related experience required.

Education: Bachelor's degree required.

Required Skills

• Excellent organizational abilities with demonstrated capacity to manage multiple tasks, competing deadlines, and complex workflows with accuracy and attention to detail.
• Strong oral and written communication skills, including the ability to draft, edit, and refine professional correspondence, reports, and academic documentation.
• Editorial precision and the ability to prepare clear, concise, and error-free materials for committees, faculty, and administrative partners.
• High level of professionalism, including mature judgment, discretion, tact, diplomacy, and the ability to handle sensitive information with confidentiality.
• Demonstrated initiative, energy, creativity, and flexibility, with the ability to adapt to changing priorities and respond effectively in a fast-paced environment.
• Ability to remain calm and effective under pressure, including during periods of multiple deadlines, short lead times, and conflicting priorities.
• Strong teamwork orientation and demonstrated ability to work collaboratively as part of a high-functioning administrative team.
• Proficiency with Microsoft Office and other productivity tools; experience with database management, web content maintenance, and spreadsheet and presentation software.
• Ability to learn and use institutional systems, including the student information system, CourseLeaf, and electronic calendaring tools.
• Active learning skills and the ability to understand the implications of new information for problem-solving and decision-making.
• Consistent attendance and reliability in fulfilling the responsibilities of the position.
• Ability to interact professionally and effectively with colleagues, supervisors, faculty, staff, and students across communication channels and face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• 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.
• Ability to meet consistent attendance.

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion using a computer mouse and keyboard. Considerable pressure is associated with this position due to conflicting priorities, short lead times, frequent interruptions, and the handling of confidential information, including sensitive correspondence. This position is eligible for Case Western Reserve University's hybrid work schedule.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

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.

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.