Education Administrator
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

Under the general direction and supervision of the Academic Program Director for the Center of Clinical Investigation, the Education Administrator/Manager manages the Clinical Research Scholars Program (CRSP) and more broadly, the Research Education and Training core of the Center for Clinical Investigation (CCI), which is an integral component of the Case/Cleveland Clinic Foundation’s Clinical and Translational Science Collaborative (CTSC). This position is responsible for providing leadership, coordination and oversight for all activities related to students and trainees, including administering the CRSP’s admissions process; developing and implementing strategies and plans for all CCI educational and training programs; acting as a national liaison for purposes of promoting the CTSC, CCI program, and the university; and providing accurate database development, data collection and management. In addition, the education administrator is accountable for ensuring that the integrity of the university standards is maintained.

ESSENTIAL FUNCTIONS

1. Manage the Clinical Research Scholars Program (CRSP) and more broadly the Research Education and Training component of the Center for Clinical Investigation (CCI).

2. Coordinate and provide oversight for all student activity in the CRSP. This includes managing all aspects of the CRSP’s recruitment and application process; preparing reports for admissions committee review; preparing interview schedules; representing and promoting the CRSP at appropriate recruiting meetings, including forums for recruitment of underrepresented minority students; and ensuring compliance to university standards is maintained.

3. Develop and implement targeted publicity and marketing strategies and activities for the CRSP and other CCI-initiated educational and training activities. This includes developing marketing strategies aimed at (1) faculty, NIH training-grant awardees and postdoctoral fellows located at the University Hospitals Case Medical Center, Cleveland Clinic Foundation, MetroHealth Center, the VA; (2) similar markets beyond Cleveland; (3) graduates of master’s degree programs in health-related fields; (4) non-principal investigator members of clinical research teams (e.g., data managers, study coordinators). Increase the number of applications and matriculates from key market segments in accordance with the enrollment goals of the CCI and, more broadly the Case School of Medicine. Update and distribute promotional materials to target markets. Serve as the University representative at various conferences.

4. Identify and write-up research initiatives, faculty research, and students’ experiences that
illustrate compelling reasons for prospective students to apply and enroll in the CRSP and other CCI educational programs. Research, develop, write, and edit recruitment materials, including newsletters, pamphlets, flyers, web content, email, and advertisements to key market segments.

5. Develop and participate in the National Education/Career Development Program Administrators’’ Group of the Clinical and Translational Science Awards, a nationwide network of CTSA administrators formed to identify, address, and solve common administrative issues involving education/training programs across the national CTSA consortium.

6. Develop budgets for CCI educational programs, including the CRSP and CTSC educational components.

7. Maintain budgets and direct financial affairs for the CCI and CTSC educational program, including reimbursement requests, memos of assistance, and other CCI/CTSC expenses as directed.

8. Manage the tuition disbursement and tuition sharing process for the CRSP and for other CCI education activities in which tuition or similar revenues are generated and/or shared.

9. Serve as key contact and facilitator of procedures and systems for the CCI education programs.

10. Develop and maintain databases to better meet the CCI program needs. Oversee implementation of databases for various aspects of program related functions. Provide data analysis information. Maintain and track course teaching evaluations.

11. Develop policies and procedures, with guidance from the Academic Program Director, to develop and modify the CRSP curriculum, including course and thesis development, as well as standards for syllabi.

12. Interface with other degree granting programs. This includes cataloging other clinical research training and education opportunities not directly associated with CCI and/or CTSC programs and providing accurate database development, data collection and management.

13. Develop and manage, with guidance from the Academic Program Director, certification programs for professionals desiring a Certificate of Clinical Research.

14. Create and implement a welcoming, effective orientation for CRSP students. This involves communicating and organizing all programmatic needs for non-Case students moving to Cleveland and working with faculty to insure a smooth transition of students into the CRSP by communicating course material needs, orientation with faculty and the School of Medicine.

15. Monitor student academic performance, notifying and utilizing CRSP Director and other officials of concerns if necessary. Work with director to discuss and evaluate student progress, problems and action needed. Practice prudent confidentiality regarding student records, etc.

16. Establish a strong, positive rapport with CRSP students. Provide direct assistance to students or refer to faculty as needed regarding academic, financial, professional, and personal issues affecting CTSP students’ achievement in and satisfaction with the CRSP. Serve as the prime expert resource for sundry questions from students, faculty, and leadership involving the formal degree and certificate programs in clinical research.

17. Mediate between students and Case School of Graduate Studies concerning issues related to tuition, financial aid, and course registration, and serve as a resource to students to resolve these issues timely without placing a burden on the student.

18. Work in collaboration with principal investigator, executive director of the CTSA and KL2 programs, Office of the Dean of the School of Graduate Studies, University Registrar, financial office of the School of Medicine, and offices of the Deans of the Schools of Medicine, Nursing, and Dentistry to ensure adherence to national consortium guidelines for the educational needs of each component with the CCI and CTSA educational activities and non-Case CTSC partners (MetroHealth/CCF)

19. Administer websites for housing course materials, including most recent syllabi

20. Direct the preparation of federal and non-federal training grant applications, including
maintaining files of current funding opportunities, trainee appointments, and other training-related correspondence, and work with proposal team.

NONESSENTIAL FUNCTIONS

1. Plan and organize CCI and CTSA meetings related to teaching, orientation, and all other
educational activities.

2. Develop and produce course schedules.

3. Organize and coordinate applications for program admission and degree candidacy and all documentation and correspondence so related.

4. Maintain files of students’ applications, current contact information, course records, and formal petitions, etc. Maintains a modern database for tracking these matters. Audits student progress to assure they are conforming to formal requirements. Keeps current and adheres to the regulations of NIH and the School of Graduate Studies.

5. Locate suitable classrooms

CONTACTS

Department: Daily contact with co-Directors, program faculty, CCI Director, and other CCI/CTSC members, students, both at the post and predoctoral level.

University: Contact with other university administrative areas and centers at all levels including Office of the Dean of the School of Graduate Studies, University Registrar, financial office of the School of Medicine, and offices of the Deans of the Schools of Medicine, Nursing, and Dentistry.

External: Contact with all partner institutions and officials including Cleveland Clinic, MetroHealth, University Hospitals of Cleveland, NIH, Veterans Administration, funding foundations, non-profit organizations, other CTSA and other health care agencies.

Students: Considerable contact with the program’s graduate students; see above.

SUPERVISORY RESPONSIBILITY

No direct supervision of staff.

QUALIFICATIONS

Experience: 5 years experience in a public health, medical or education setting with emphasis on curriculum development, research training, understanding of group behavior and student counseling.

Education: Bachelor's degree.

REQUIRED SKILLS

1. Demonstrated leadership and progressive administrative and operational responsibility in an academic and/or non-profit environment.

2. Professional and effective oral and written communication skills; and good interpersonal skills with the ability to work and communicate with various individuals within and external to the University. Must demonstrate appropriate cultural sensitivities to international contacts.

3. Strong organization skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, follow-through.

4. Ability to work independently and use appropriate discretion in decision-making as it pertains to the School of Medicine’s educational portfolio (CCI, CRSP, CTSC, KL2 programs).

5. Must be a team player, with the ability to effectively work with and collaborate with others to achieve the same goal.

6. Effective problem-solving skills; must demonstrate excellent analytical skills, sound judgment and good decision-making. Must be able to identify and/or anticipate needs or problems, and make adjustments or changes as necessary.

7. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timeline.

8. Must demonstrative confidentiality with sensitive information.

9. Advanced skills with Microsoft Word/Excel/PowerPoint, email, internet search engines, calendar manager, etc.

10. Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.

WORKING CONDITIONS

University office setting. Friendly and supportive team culture. University education missions sometimes require working longer than 8-hour days. The person in this position must be dedicated to his/her team and give full attention to his/her role in it. No known hazards. Requires extensive sitting and dexterity to perform work on a PC. Requires ability to walk and travel between collaborating institutions (Cleveland Clinic Health System, Case Western Reserve University, University Hospitals and MetroHealth Medical Center) to perform duties and attend meetings.

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Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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