Student Affairs Coordinator

Case Western Reserve University; Cleveland (OH); Hybrid; USD 39,000 - 43,000; Full time

Benefits offered by this job

Healthcare

Retirement plans

Tuition assistance

Paid time off

Winter recess

Job summary

Case Western Reserve University is seeking an organized administrator to support undergraduate and graduate Biomedical Engineering programs. You will manage databases, coordinate recruiting events, assist with degree declarations, and liaise with students and faculty.

Responsibilities include scheduling committees, processing awards, and maintaining program communications. The role requires strong interpersonal skills and proficiency with office software, with a potential hybrid work arrangement.

Qualifications

• 5 years of progressively responsible related experience in a service environment.
• High school education required; Bachelor's degree preferred.
• Excellent interpersonal and communication skills with strong service orientation.
• Ability to multitask and manage priorities independently.
• Proficiency in database management and office software.

Responsibilities

• Provide administrative support to the Undergraduate Education Committee; schedule meetings, take minutes, and maintain records.
• Serve as primary interface with biomedical engineering undergraduates; coordinate orientation and advisement activities.
• Coordinate BME recruiting activities; manage materials and represent the department at events.
• Facilitate undergraduate and graduate awards processes; gather information and notify winners.
• Support scheduling of classes and updates to program materials; inform students and faculty of events and deadlines.

Skills

Interpersonal skills

Communication

Discretion

Administrative ability

Microsoft Office

Database management

AI tools awareness

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Job description

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 $19.41 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 under the supervision of the Executive Director, administratively support all activities for the undergraduate and graduate programs in Biomedical Engineering. This is primarily achieved through support of the activities of the undergraduate and graduate education committees and through direct interaction and support of students and potential students from the initial recruitment period through graduation and beyond. This position will actively maintain databases related to student performance and continuous improvement of the undergraduate program, coordinate various experiential opportunities including research in faculty laboratories, industrial internships, and co‑op jobs, and manage internal and external communications related to the undergraduate program, including marketing materials for recruitment and the university General Bulletin.

Essential Functions

• Provide administrative assistance to the Undergraduate Education Committee. Schedule committee meetings, take minutes, and maintain records of administrative actions in the undergraduate education committee. Maintain a departmental database of current and former biomedical engineering undergraduate students. Maintain a calendar of all relevant recruiting and student activities. (25%)
• Serve as the primary administrative interface with biomedical engineering undergraduate students. Plan and implement orientation events for undergraduate students. Guide first year students to information and other resources that assist their choice of biomedical engineering as a major. Receive and process major and minor degree declarations. Assist the Undergraduate Education Committee with faculty advising activities such as assigning advisors, EXPLORE events and data reporting. (20%)
• Coordinate biomedical engineering department recruiting activities such as the Choices Fair and Open House. This is to be performed in coordination with Case Western Reserve University Undergraduate Admission and the biomedical engineering undergraduate education committee. Maintain inventory of all recruiting supplies, including brochures, flyers, posters, banners. Arrange activities for prospective undergraduate students as part of university visit days and for individual student visits, as directed. Represent assigned departments and the Case School of Engineering at national recruiting events and fairs as needed. Support the Student Affairs Specialist with recruiting activities for graduate students. Provide essential support organizing the annual Open House including, but not limited to, scheduling Open House activities, and scheduling faculty interviews of prospective PhD students. Assist with coordinating the participation of current graduate students and faculty in the recruiting process. Coordinate separate visits by individual prospective students as directed. (20%)
• Facilitate undergraduate and graduate awards processes, including those for the CAA Junior Alumni Association, annual undergraduate awards, and annual graduate awards. This includes but not limited to gathering award information, posting surveys, soliciting faculty input and recommendations, managing data for faculty review and decision making, preparing award letters and check requests and notifying Undergraduate/ Graduate Studies of winners to be published to the school's website and commencement publications. (10%)
• Focus on undergraduate experiential opportunities. Regularly solicit research opportunities in faculty laboratories and connect these to interested students. Solicit internship opportunities and make these known to undergraduate students, and guide interested students to the co‑op office. Coordinate and implement summer research experiences for undergraduate students as directed. Support the Biomedical Engineering Society's student chapter. Promote undergraduate student social and professional organizations and activities within the department. Keep faculty informed of student functions. (10%)
• Provide administrative support to BME for the Schedule of Classes and the annual update of BME undergraduate and graduate programs in the university General Bulletin. Maintain up-to-date knowledge of current policies and procedures relative to BME undergraduate and graduate programs and relevant university policies. Regularly inform BME undergraduate students and faculty regarding events and deadlines relevant to BME programs. (10%)

Nonessential Functions

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with department chair, associate chairs, faculty and other staff in assigned Departments to discuss student affairs issues and administrative duties. Regular contact with student groups within department to discuss student affairs and issues that they might have.

University: Regular contact with staff in various central administration offices such as Dean's Office of the Case School of Engineering, Office of Undergraduate Studies, Office of Graduate Studies, International Student Office, Financial Aid and Office of the University Registrar. Contact with Office of Marketing at the Case School of Engineering, Housing and Resident Life, university office of Financial Aid. Contact with the University Career Center to provide information to students about mock interview opportunities.

External: Regular contact with prospective undergraduate and graduate students at recruiting events outside the university. Regular contact with faculty, academic advisors and admissions staff from other universities. Regular contact with businesses outside the university with the intention to distribute relevant information to students about prospective professional positions that may be available. Regular contact with undergraduate students and parents inquiring/applying for admission to our department programs.

Students: Regular, daily contact with undergraduate and graduate students who have questions or concerns that needs to be brought to the attention of the department staff, department faculty or department chair. Extensive contact with prospective undergraduate and graduate students. Regular contact with Case undergraduate population

Supervisory Responsibilities

This position does not have any supervisory responsibilities.

Qualifications

Experience: 5 years of progressively responsible related experience in areas providing a responsive, customer driven environment.

Education: High school education required; Bachelor's degree preferred.

Required Skills

• Excellent interpersonal and communication (oral and written) skills, and strong service orientation towards others.
• Demonstrated maturity, including good judgment and ability to be discrete.
• Proven administrative ability, professionalism, leadership and good decision‑making skills.
• Must be able to work independently, be able to multi‑task and define priorities.
• Excellent computer skills. Knowledge of Microsoft Office and proficiency in database management.
• Ability to serve as a facilitator and to work with people from diverse backgrounds and from many geographic locations throughout the world.
• 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.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

Fast-paced, multi-tasking, highly service-oriented office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. Willingness to work occasional evenings, and occasional weekends. Moderate travel may be required.

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.