Description
POSITION OBJECTIVE
Working under limited supervision, the Education Specialist will report directly to the Manager of Administrative Operations and is responsible for providing overall administrative management and coordination for the Master of Science in Anesthesia (MSA) program in Cleveland, Ohio. Duties include a limited variety of business-related functions: clinical onboarding, finance, marketing, budget, recruiting, event management, and human resources. Serve as backup office manager and collaborate with the manager of administrative operations to address clinical rotation responsibilities and other key administrative duties. Function as a technical resource and advisor exercising discretion and independent judgment. Escalate requests for exceptions, unresolved operational issues, or policy conflicts to the manager of administrative operations and appropriate program leadership.
ESSENTIAL FUNCTIONS
Prepare and maintain program budget needs, specifically in terms of student educational supplies and equipment, faculty needs, office supplies, and program catering needs. Prepare requisitions and reimbursement requests for the full-time staff of the MSA program. Process guest speaker honorariums. Set up independent contractor agreements. Order and maintain office supplies. Make travel arrangements and prepare travel expense forms for reimbursement. Maintain up-to-date knowledge of university's travel policy. Track expenses on an on-going basis. Consider past requirements and expenditures and analyze program needs on both a short- and long-range basis to present a budget plan for each fiscal year. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances and recommend courses of action. Prepare monthly analytical reports and analyses for the manager of administrative operations. (20%)
Manage local clinical rotations in coordination with the manager of administrative operations. Responsible for student onboarding paperwork, learning hospital onboarding systems, tracking compliance, communicating with clinical instructors, advising and instructing students on onboarding. Maintain a current clinical onboarding and compliance tracker for assigned students and clinical sites, including required documents, immunizations, background checks, drug screening, site-specific training, badge/access requirements, EMR access, deadlines, outstanding items, and final clearance status. Follow up with students, clinical sites, clinical instructors, and internal staff to resolve routine onboarding barriers and promptly escalate delays or unresolved issues. Support established workflows for student professional development requests, unplanned absences, reading days, interview days, make-up days, clinical schedule updates, and related documentation. Ensure communication is timely, documented, and routed to the appropriate faculty, clinical, and administrative leaders. (20%)
Support the leadership team in implementing long- and short-term program strategy planning goals, particularly in terms of clinical rotation management, financial management, accreditation reporting, marketing and recruitment, program expansion, and increasing the quality of program applicants. In coordination with the manager of administrative operations, develop work plans with key activities, deliverables, and milestones for self and program team. Provide the expected results or outputs from each key activity or strategic initiative. Report on milestones achieved during regular staff. Maintain task lists, timelines, meeting notes, and action-item trackers for assigned program activities. Document owners, due dates, status, barriers, and next steps, and provide routine updates to the Manager of Administrative Operations and appropriate program leadership. Coordinate with counterpart administrative staff at other MSA Program locations to support consistent network workflows, share effective practices, and troubleshoot routine administrative or clinical education process issues. (10%)
Plan and coordinate local recruiting activities for the program to increase enrollment. Arrange for presenters to attend high school and college classes and other recruiting events. Attend local college career fairs. Work with MSA marketing associates to pull together appropriate materials and giveaways that will attract the attention of prospective students. Host, advise, and instruct prospective students and their parents during on-campus visits. Meet with a marketing associate and manager of administrative operations on a regular basis to collaboratively develop a local recruitment. Track prospective student contacts, campus visits, recruitment event attendance, follow-up items, and routine outcomes in coordination with admissions, marketing, and program leadership. (10%)
Manage local program events (e.g. white coat ceremony, orientation, open houses, clinical instructor dinners). Identify target audience, select and reserve venues, manage the teams of people responsible for each function, manage the budget, and oversee the execution of the event. Supervise the services of outside. Maintain event checklists, timelines, RSVP lists, supply lists, vendor documentation, payment/reimbursement tracking, staffing assignments, and post-event notes to support continuity and improvement for recurring program events. Participation and attendance at all Graduation Week preparation activities and events are mandatory. (10%)
Coordinate, in consultation with program leadership, the MSA program's job shadowing program, including setting requirements and expectations for observers, interpreting hospital policies regarding student visitors, and implementing program policies and procedures to ensure compliance and efficiency and identify improvements. Create application materials such as job shadow application, observer agreement, and confidentiality agreement. Take, prioritize and schedule student shadowing requests; oversee the shadowing day. Exercise discretion and independent judgment in evaluating observers and deciding whether they should be granted a shadowing experience. (9%)
Coordinate human resources activities within the program. Interpret, advise and instruct faculty and staff on university, school, and program policies and procedures. Onboard new faculty and staff and orient them to the program and campus. Provide an overview of the program¿s mission and structure along with information on essential contacts, services and programs available to them as an employee. Onboarding responsibilities include, but are not limited to, setting up workspace/office, providing needed access to program and university systems, reviewing dress code, obtaining ID badge and office key, making introductions. Assist the manager of administrative operations with new hire paperwork and documentation needed for new faculty. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues and special requests. Work with manager of administrative operations to ensure all paperwork for employment, terminations, and leaves of absence are processed correctly and in a timely. Maintain onboarding checklists and access trackers for new faculty, staff, temporary staff, and student employees. Coordinate role-specific touchpoints with local and network colleagues during the onboarding period and document completion of required orientation, access, and workflow training. (6%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (5%)
Assist in establishing a comprehensive marketing campaign in concert with the MSA manager of enrollment and special projects targeting the entire university. Draft blogs and social media posts. Maintain a clear, concise and effective online presence for the program. (5%)
Develop and implement program policies and procedures in coordination with program leadership. Interpret school and university policies and procedures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (5%)
CONTACTS
Department: Daily contact with MSA manager of administrative operations, staff, leadership, and faculty to provide administrative guidance, interpret policy and maintain workflow. Frequent contact with counterpart Education Specialists, Education Coordinators, Managers of Administrative Operations, and other staff at Washington D.C., Houston, and Austin to coordinate shared workflows, support network consistency, and troubleshoot routine administrative, onboarding, and clinical education process issues.
University: Contact on a regular basis with Accounts Payable, Procurement and Distribution Service, school of medicine and central HR offices to complete job functions. Regular contact with administrative staff and other administrative offices as needed. Additional contacts as necessary.
External: Continuous contact with prospective students, visitors, and guests to answer inquiries, manage job shadowing functions, and resolve issues for external customers of the program.
Students: Daily contact with prospective and MSA students to exchange information, advise and instruct.
SUPERVISORY RESPONSIBILITIES
Supervise temporary staff and student employees.
QUALIFICATIONS
Experience: 3 or more years administrative work experience required; experience in a university or non-profit setting preferred.
Education: Associate degree required; Bachelor's degree preferred.
REQUIRED SKILLS
Flexibility and ability to adapt to changing priorities and office needs.
Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles)
Strong organizational and interpersonal skills required, both oral and written required
Strong writing skills are required for editing, policy development, and budget proposal submission required
Proactive approach to potential problems, excellent problem-solving skills required
Excellent computer skills experience, excellent mathematical skills; ability to use financial spreadsheets, accounting software, database packages, and PeopleSoft financial system applications.
Demonstrated history of 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 meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
Demonstrated ability to maintain tracking systems for deadlines, compliance requirements, student onboarding, action items, and follow-up.
Ability to learn and use student, clinical education, financial, and document-management systems, including clinical education platforms, learning management systems, Box/Google Drive, SIS, PeopleSoft, and other University or clinical-site systems as assigned.
Ability to communicate professionally, maintain confidentiality, use established escalation pathways, and support constructive team communication across faculty, staff, students, clinical partners, and MSA Program locations.
Strong attention to detail and ability to close the loop on assigned tasks, including documenting status, identifying barriers, and communicating next steps.
WORKING CONDITIONS
Typical office environment, occasional night and weekend hours. Regular in-person presence is required to support student-facing services, clinical onboarding, program events, campus operations, and time-sensitive administrative needs. The employee will perform repetitive motion using a computer mouse and keyboard to type. This position is eligible for the staff hybrid remote work program. Hybrid eligibility is subject to operational needs and supervisor approval.
