Administrative Coordinator

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 rate is between $28.00 per hour and $31.00 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.

Working under general direction and reporting to the Assistant Provost for Strategic Initiatives, provide high-level administrative and operational support to senior officials within the Office of the Provost. Serve as a central point of professional coordination for daily office operations while maintaining primary responsibility for assigned administrative portfolios and providing cross-coverage to ensure continuity. Process complex and highly confidential matters with discretion and sound judgment.

• Provide professional executive-level reception services and continuous office coverage, serving as the primary face and first point of contact for the Office of the Provost. Greet and direct university leadership, board of trustees members, donors, community officials, and other internal and external constituents, ensuring a welcoming and polished office environment. Administer all aspects of daily office operations, including telephone contacts, correspondence, front office services, and space and facilities needs.
  
  Provide routine human resources administrative support as assigned. Maintain primary responsibility for assigned administrative portfolios, cross-train with other Office of the Provost staff and provide backup coverage to ensure continuity of administrative functions. (30%)
• Provide administrative and calendar support to six to seven senior officials within the Office of the Provost, including 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. Manage complex calendars, arrange appointments and meetings, maintain timely and professional correspondence with attendees, and adjust schedules on short notice to accommodate changes in institutional priorities.
  
  Coordinate meeting logistics, including securing rooms, arranging audiovisual support and catering, and preparing and distributing agendas, minutes, materials, records, and reports. Exercise independent judgment to prioritize scheduling requests and ensure adequate time for strategic projects and operations. Collaborate with the executive assistant to the provost to align senior leadership meetings with the provost
  ¿ s schedule. Support search advisory committees reporting to the provost by scheduling candidate interviews and coordinating itineraries, agendas, and candidate travel logistics. Coordinate itineraries and travel logistics for executive leaders, donors, high-profile guests, and dignitaries as assigned. (15%)
• Coordinate assigned Office of the Provost programs and events, which are often complex and high profile, from planning through execution. Develop and maintain event plans and timelines in collaboration with senior leadership and communicate timely information to participants and stakeholders. Coordinate vendors, facilities, materials, and other logistical requirements; provide on-site coordination and troubleshooting; and proactively resolve issues to ensure seamless delivery.
  
  (15%)
• Process complex and highly confidential information and correspondence escalated to the Office of the Provost. Maintain confidential records and follow established procedures for triaging inquiries, applying university and department policies, identifying office points of contact, and observing executive-level protocols. Exercise discretion and diplomacy to determine priorities and route or elevate requests appropriately. Coordinate with deans
  ¿ offices, the Office of the President, and other departments to compile, relay, and distribute sensitive information to internal and external constituents as needed. (10%)
• Manage routine operating-budget, purchasing, contract-processing, and financial administrative activities for assigned office portfolios. Authorize routine…