Academic & Student Affairs Coordinator

3 weeks ago

Cleveland, United States Cleveland Institute of Music Full time

Job Summary

The Academic and Student Affairs Coordinator provides administrative leadership within the Office of Academic and Student Affairs, whose mission is to provide a web of support and structure which empowers CIM's highly talented and ambitious students to thrive academically and artistically.

Primary Duties and Responsibilities

  • Provide executive support to the Vice President for Academic and Student Affairs & Dean of the Institute
    1. Maintain calendar by scheduling meetings with various internal and external constituencies
    2. Serve as a liaison to faculty, staff, and students on academic matters
    3. Make travel arrangements as needed
    4. Coordinate special projects
    5. Assist with correspondence
    6. Support accreditation activities
  • Serve as office manager for the Office of Academic and Student Affairs
    1. Coordinate, supervise, and ensure the successful completion of activities that provide support to faculty
    2. Maintain the Academic and Student Affairs and Faculty Resources Sway pages
    3. Maintain and update all Microsoft and pdf forms for the Conservatory and the Academy
    4. Serve as Office's inbound point of contact by directing calls and emails to appropriate person to aid in efficient communication
    5. Monitor assigned budgets and authorize routine department expenditures for Academic Affairs, including, expense reports, travel, supplies, reimbursements, etc.
    6. Coordinate arrangements and manage budgets for masterclasses, guest artists, visiting faculty, and conferences
    7. Provide support for multiple committees by maintaining meeting agendas and minutes, as well as coordinating room set-up
    8. Provide administrative support to the office of the Registrar, Student Affairs, and the office of Preparatory and Public Programs
    9. Assist with major academic events such as Convocation and Commencement
    10. Coordinate juries for both the Conservatory and the Academy including scheduling, organizing forms, entering grades, and distributing comments
    11. Coordinate student travel fund processes including collecting and submitting applications and distributing award payments
    12. Liaise with marketing to maintain external and internal communications platforms across web, social, and print to ensure accurate and timely information is always available
  • Execute key deliverables for the Office of Academic and Student Affairs
    1. Collect and maintain faculty files, including CV/resumes, faculty activity reports, and credentials
    2. Coordinate the faculty evaluation process including faculty activity reports, teaching observations, and course evaluations
    3. Monitor course syllabi for timely submission and institutional standards
    4. Monitor monthly teaching loads and manage timesheet approval for a portion of the faculty
    5. Liaise with constituencies at CWRU and other collegiate partners
  • Other duties as assigned

Education, Experience and Qualifications

Qualifications

  • Bachelor's degree with a focus in Arts Administration or Business Management OR proven experience in administrative support
  • Significant experience working in classical music and/or education is advantageous.
  • Must possess some database management skills.
  • Proficient use of Microsoft Office 365 products.
  • Strong communication skills and interpersonal skills required; a customer-service mindset in serving internal stakeholders, including students and faculty.

Experience

  • 1-2 years administrative experience preferred

Personal Attributes

  • Energetic, flexible, and adaptable
  • Enjoys working with a vast array of people
  • Works equally autonomously and in a group
  • Strong multitasking abilities, with the capacity to prioritize appropriately
  • Attention to detail and ability to meet deadlines consistently is essential
  • Discreet and maintains confidences
  • Must be able to thrive in a collaborative and team environment
  • Positive self-starter and able to overcome obstacles
  • Must be a team player who puts the needs of team above self

Working Conditions/Physical Requirements

  • Most of the work will take place sitting in an office with heavy phone and PC usage.

Direct reports

N/A

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