POSITION OBJECTIVE 

The Department Coordinator assumes responsibility for the day-to-day front-of-the-office operations and services as well as the administration of many financial areas for the department and approximately 325 student organizations. This position works closely with students and student organizations on a daily basis and advises the Thwing Study Over committee planning and implementing a semi-annual event. 

Reporting  to the Senior Associate Director  of Student Activities and Leadership, the department coordinator will supervise 8 to 12 undergraduate interns and 1 graduate assistant who will assist in managing the daily functions of the office and the free supply store (SPARTA Center). Upon request of the Director, the department coordinator also shares in the responsibility of programming and advising some student and staff initiatives. 

Building a welcoming community is the foundation of the work we do as professionals working with students. Fully including people of varied backgrounds and perspectives helps us all thrive by working together, focus on our collective well-being, and help students gain insight from their academic endeavors and real-world experiences.

ESSENTIAL FUNCTIONS 

Manage the day-to-day financial transactions and nearly $2 million dollar annual budget for approximately 325 student organizations, recognized by the Undergraduate Student Government and the other ad hoc student organizations using CampusGroups and PeopleSoft financials in congruence with the Division of Student Affairs financial team. Work with student organizations in all philanthropic events in regard to the financial transactions; actively train student leaders in the completion of all financial processes. Serve as a financial resource for approximately 325 treasurers of student organizations. Serve as a primary resource for financial transactions. Coordinate with area businesses in purchasing of goods and services, working directly with these vendors in the bidding of products as required. Manage the dissemination and return of all university contracts, agreement for services, W-9 forms and any other business paperwork required of the department or student organizations. (23%)
Manage The Sparta Center which distributes free programming supplies to all student organizations on campus. Manage inventory; procure all supplies in bulk quantities; schedule student employees; and monitor and fulfill orders placed by student organizations. (14%) 
Manage front-of-the-house office revenue streams, including poster printing services. Responsible for the budgeting of office services: serve as the purchasing agent for supplies used by the Student Activities and Leadership office including all poster printer supplies, supplies for and management of the student center copier (including billing to student organizations),  and general office supplies. (14%) 
Coordinate the planning and execution of First-Year Move-In, as well as University Convocation, and support Student Activities and Leadership signature programs and leadership initiatives. Provide leadership and operational support for traditional Student Activities and Leadership programs and leadership initiatives that are central to the student experience and campus community. Collaborate with departmental staff, campus partners, and student leaders in the planning, coordination, implementation, and assessment of major annual programs and traditions. Other programs include including but not limited to the Fall and Spring Student Activities Fairs, Homecoming, CWRU Family Thanksgiving, Sparties, Birthday Party, Throwback Weekend, and Spirit Week. Contribute to the successful execution of these initiatives through logistical coordination, risk management guidance, contract and budget support as needed, and leadership in promoting student engagement and institutional pride. (14%)
Supervise 8 to 12 student interns working in the SPARTA Center and the department, including recruitment, hiring, and training; supervise student interns in all efforts associated with the sale and production of both programs. (10%) 
Serve as advisor to the Thwing Study Over Committee. Work with the committee (10 to 15 undergraduate students) weekly to develop program goals, training for specific task management, contract execution, budget management, risk management, ¿day of¿ event operations as well as post-program assessment. The Thwing Study Over occurs once each semester, with an attendance of 1,000 to 1,500 students each event. (10%) 
Supervise the graduate assistant for operations, who assists with day-to-day operations of the Student Activities and Leadership office including but not limited to, covering the front desk, assisting with the Spartie Mascot and SPARTA Center initiatives, and other general office duties. (7%) 
 

NONESSENTIAL FUNCTIONS

Manage the Spartie Mascot Program which involves the recruitment and training for all activities of the Case Western Reserve University Mascot. Supervise the students who serve as the mascot (3 to 5). Manage the scheduling of all activities where Spartie is present including campus traditional events, alumni and development functions and athletic events. (5%)
Assist in the completion of tasks associated with all Student Activities and Leadership programs as needed. (3%)
 

CONTACTS 

Department: Daily contact with the Director, Senior Associate Director, and Assistant Directors of Student Activities and Leadership for the purpose of assisting with office financials, coordinating student intern tasks, and updating on any front-of-the-house needs/concerns. Daily contact with student intern staff (undergraduate and graduate) for the purpose of providing direction and support through supervision. Daily contact with all Tinkham Veale University Center staff and tenants for the purpose of coordinating and implementing programs and events. 

University: Regular contact with Division of Student Affairs Operations Team for the purpose of continuity with student group financials. Regular contact with most offices within Student Affairs, Alumni Affairs, Cashier's Office, Audio-Visual Services, Accounts Payables, Purchasing, the Bursar's Office, Campus Services. for the purpose of financial process implementation, risk management, reimbursement of student expenditures, event planning.

External: Frequent contact with vendors, organizations, artists, agencies, and other educational institutions for the purpose of arranging contracts, purchases on behalf of the university and student organizations, and event planning. 

Students: Frequent contact with undergraduate and graduate students for the purpose of advising, supervising, risk management, customer service. 

SUPERVISORY RESPONSIBILITY 

Direct supervision of 8 to 12 undergraduate student interns and 1 graduate assistant. 

QUALIFICATIONS 

Education/Experience: High school education and 5 years of related experience, or Bachelor's degree and 1 year of related experience in an office setting required. Previous experience in a college or university setting is preferred. 

REQUIRED SKILLS 

Commitment to and appreciation of working with varied groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background, and ability.
The ability to engage with students and effectively manage their organizational needs. 
Knowledge and understanding of accounting principles and financial analysis.
Excellent verbal and written communication skills.
Good interpersonal skills: ability to work and communicate with individuals from various departments within and outside of the university.
Ability to interact with colleagues, supervisors, and customers face to face. Strong customer-service value is expected. 
Ability to meet consistent attendance expectations and be highly motivated.
Good organizational skills: ability to multi-task, prioritize, and give attention to detail in order to complete tasks and meet deadlines. Ability to follow protocols, budget time effectively and work on several projects simultaneously.
Ability to work effectively independently and within a team.
Ability to work in a fast-paced, changing environment and conform to shifting priorities, demands and timeline. Must be flexible in order to respond to project adjustments promptly. Must be able to adapt to varying workloads and respond appropriately to stressful situations.
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 use Excel applications to create efficient financial models and procedures for budgets, forecasting, reconciliation and for programs/events within the divisions. Intermediate knowledge and skills with Microsoft and G-Suite applications.
Proven problem-solving skills.
Ability to maintain the confidentiality of sensitive information.
Knowledge of and experience with financial software (PeopleSoft Financials preferred).
Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
 

WORKING CONDITIONS 

General office environment. Some evening and weekend work will be required. 

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 $20.68 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.

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.

HOW TO APPLY:

Go to jobs.case.edu and search job# 14961.