Student Affairs Coordinator (Job 9558)
Case Western Reserve University

Job Info

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POSITION OBJECTIVE

Working under general supervision, coordinate student affairs programs to build and maintain student satisfaction and retention in the Case School of Engineering department of Mechanical & Aerospace Engineering and Civil and Environmental Engineering. Provide a variety of administrative assistance and support for the students' interactions with and progress through the department from initial inquiry through graduation and beyond. Contribute to the enhancement of student life through academic and social programming. Provide coordination for the recruitment efforts of the both departments and implement strategies that enhance student and faculty satisfaction with the departments' student affairs. Support the technical and analytical objectives of the departments' student affairs initiatives.

ESSENTIAL FUNCTIONS

1. Coordinate and process graduate student compensation, from initial request from faculty to submitting forms to University payroll. Work with Research and other departments to ensure funding is available. Communicate any problems to relevant parties in a timely manner (20%)
2. Maintain an up-to-date knowledge of current policies and procedures relative to graduate students and graduate programs based in Case School of Engineering as well as university-based programs. Develop calendar(s) of all activities affecting students' recruitment and life within assigned departments, and may coordinate scheduling of events. Promote graduate student social and professional organizations and activities within the department. Keep faculty informed of students' functions. (15%)
3. Manage the graduate student admissions process; use a database to update GRE, TOEFL and IELTS scores on the graduate student applications. Download graduate applications and update any missing materials. Coordinate with the graduate faculty committee to compile admission decisions and input those decisions in the application website. Work with the Graduate Studies Office to ensure all transcripts and application materials are submitted to the correct location. (15%)
4. Maintain and update the department website as well as contribute to the design and development of publications and marketing materials needed for effective recruiting. Implement the plan developed as part of the student affairs team for both Mechanical and Aerospace Engineering and Civil and Environmental Engineering. Maintain inventory of all recruiting supplies including brochures, flyers, posters, banners, and application and inquiry forms needed for graduate fairs and recruiting travel. Coordinate with the student affairs specialist to give graduate student statistics for all department surveys (such as NSF-NIH, etc.). (10%)
5. Engage and coordinate the participation of current students and faculty in recruiting process. Produce relevant recruiting statistics to assess and redirect efforts during all phases on an annual recruiting cycle. Recommend procedures to improve the recruitment of viable prospective students. Coordinate all visits; arrange tours and meetings with current students and faculty. Follow-up and maintain rigorous contact during student decision cycle. Inform prospective students (and parents) on the benefits attending the Case School of Engineering. Also, represent assigned departments and the school at national recruiting events and graduate fairs. (10%)
6. Coordinate the graduate student appointment process. Involves working with business manager, faculty advisors, university administration, and students to determine amount and source of financial support. Ensure that confidentiality of information is strictly maintained. Work with the graduate studies office and faculty to assign graduate student research and academic advisors. Advertise all M.S. and Ph.D. defenses in a proper and timely manner. (8%)
7. Process and track various reimbursements for graduate and undergraduate students in the department, such as the graduate student health fee through CWRU's financial system. Coordinate and process paperwork for Student Employment for all graduate and undergraduate hourly paid students. (8%)
8. Plan and implement orientation events for new undergraduate and graduate students. Oversee the orientations of new graduate students to assigned departments. Also, work with the department chairs or appointees and student affairs committees to edit and coordinate the timely distribution of publications. Also, coordinate with the department chair's assistant, the department chair, associate chair, and faculty members to maintain and updated the bulletin. (6%)
9. Pursue and cultivate highly desirable candidates through active recruitment, marketing and advertisements. Assess the overall qualifications and fit of the candidates with the program benefits and degree requirements. Cultivate all prospects through the inquiry and applicant cycle with close attention to creative communication plans which engage students in the benefits of department and affiliation with the university. Also, assist the student affairs specialist with designing and implementing recruiting strategies for the purpose of attracting undergraduate and graduate students to the Case School of Engineering programs at Case Western Reserve University. (6%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (2%)

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 assigned departments to discuss student affairs and issues that they might have.

University: Regular contact with staff in various central administration offices such as engineering dean's office, office of undergraduate studies, office of graduate studies, international student services office, financial aid and office of the university registrar. Contact with office of marketing at the case school of engineering, housing and resident life and accounts payable department. 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, graduate students and parents inquiring/applying for admission to our department programs.

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

SUPERVISORY RESPONSIBILITY

May supervise student employees.

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

1. Proven administrative ability able to establish priorities in the position and work independently, little or no supervision required.
2. Excellent communication skills, written and oral. Ability to interact with diverse group of colleagues, supervisors, and students face-to-face.
3. Excellent computer skills - Microsoft Office, database-reporting tools, Google Drive, Adobe Acrobat and Drupel. Aptitude for learning new programs.
4. Ability to meet consistent attendance.

WORKING CONDITIONS

Fast-paced, multi-task, highly service oriented environment. Typical office environment; frequent use of a computer. Willingness to work evenings, and occasional weekends.

This job has expired.