Education Specialist

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 $23.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Benefits

• Comprehensive healthcare
• Retirement plans
• Tuition assistance
• Paid time off
• Winter recess

Responsibilities

• Budget & Finance (20%)
  • Prepare and maintain program budget needs for student educational supplies, equipment, faculty needs, office supplies, and program catering
  • Prepare requisitions and reimbursement requests for MSA program staff
  • Process guest speaker honorariums and 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 travel policy
  • Track expenses on an ongoing basis
  • Analyze past expenditures and program needs to present annual budget plans
  • Perform needs assessments, make projections, analyze budget variances, and recommend courses of action
  • Prepare monthly analytical reports for the manager of administrative operations
• Clinical Onboarding & Rotation Management (20%)
  • Manage local clinical rotations in coordination with the manager of administrative operations
  • Handle student onboarding paperwork and learning hospital onboarding systems
  • Track compliance including required documents, immunizations, background checks, drug screening, site-specific training, badge/access requirements, EMR access, deadlines, and clearance status
  • Follow up with students, clinical sites, instructors, and staff to resolve onboarding barriers
  • Support workflows for student professional development requests, absences, reading days, interview days, make-up days, and schedule updates
  • Ensure timely, documented communication with appropriate faculty, clinical, and administrative leaders
• Program Strategy & Planning (10%)
  • Support leadership team in implementing program strategy for clinical rotation management, financial management, accreditation reporting, marketing, recruitment, program expansion, and applicant quality improvement
  • Develop work plans with key activities, deliverables, and milestones
  • Maintain task lists, timelines, meeting notes, and action-item trackers
  • Coordinate with administrative staff at other MSA Program locations to support network consistency
• Recruitment (10%)
  • Plan and coordinate local recruiting activities to increase enrollment
  • Arrange presenters for high school and college classes and recruiting events
  • Attend local college career fairs
  • Collaborate with marketing associates on recruitment materials and giveaways
  • Host, advise, and instruct prospective students and parents during campus visits
  • Track prospective student contacts, campus visits, recruitment event attendance, and follow-up items
• Event Management (10%)
  • Manage local program events (white coat ceremony, orientation, open houses, clinical instructor dinners)
  • Identify target audience, select/reserve venues, manage event teams, and oversee execution
  • Maintain event checklists, timelines, RSVP lists, supply lists, vendor documentation, and post-event notes
  • Mandatory participation in all Graduation Week preparation activities and events
• Job Shadowing Program (9%)
  • Coordinate MSA program's job shadowing program in consultation with program leadership
  • Set requirements and expectations for observers
  • Interpret hospital policies regarding student visitors
  • Implement program policies and procedures for compliance and efficiency
  • Create application materials (job shadow application, observer agreement, confidentiality agreement)
  • Schedule and oversee shadowing days
  • Evaluate observers and determine eligibility for shadowing experiences
• Human Resources (6%)
  • Coordinate human resources activities within the program
  • Interpret, advise, and instruct faculty and staff on university, school, and program policies
  • Onboard new faculty and staff, providing program overview and essential contacts
  • Set up workspace/office, provide system access, review dress code, obtain ID badges and office keys
  • Assist with new hire paperwork and documentation
  • Maintain onboarding checklists and access trackers for faculty, staff, temporary staff, and student employees
  • Coordinate role-specific touchpoints during onboarding period
• Additional Duties (10%)
  • Perform other duties as assigned
  • Assist in establishing comprehensive marketing campaigns
  • Draft blogs and social media posts
  • Maintain program's online presence
  • Develop and implement program policies and procedures
  • Ensure compliance with school and university policies

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

Skills

• Flexibility and ability to adapt to changing priorities
• Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles)
• Strong organizational and interpersonal skills (oral and written)
• Excellent writing skills for editing, policy development, and budget proposals
• Proactive problem-solving approach
• Proficiency with financial spreadsheets, accounting software, database packages, and PeopleSoft financial system applications
• Demonstrated support for student education and advocacy aligned with university values
• Ability to maintain consistent attendance and interact face-to-face with colleagues and customers
• Experience maintaining tracking systems for deadlines, compliance requirements, and onboarding
• Ability to learn and use student, clinical education, financial, and document-management systems
• Professional communication skills and ability to maintain confidentiality
• Strong attention to detail and ability to complete assigned tasks

Working Conditions

Typical office environment with occasional night and weekend hours. Regular in-person presence is required to support student-facing services, clinical onboarding, program events, and campus operations.

Contacts

• Department: Daily contact with MSA manager of administrative operations, staff, leadership, and faculty; frequent contact with counterpart Education Specialists at other locations
• University: Regular contact with Accounts Payable, Procurement, HR offices, and other administrative offices
• External: Continuous contact with prospective students, visitors, and guests
• Students: Daily contact with prospective and current MSA students

Supervisory Responsibilities

Supervise temporary staff and student employees.