POSITION OBJECTIVE
Working under general direction, the Postdoctoral Administrator for the School of Medicine will be the primary liaison for oversight and coordination for activities that will support the Case Western Reserve University Postdoctoral Affairs office to elevate the postdoc's experience. The administrator may handle a wide variety of matters, situations and conflicts involving all levels of administration and rely on experience, independent judgment and decision making to plan and accomplish goals.
ESSENTIAL FUNCTIONS
Participate in short- and long-term strategy development for postdoctoral endeavors, processes, policies, recruitment, and more. Develop and manage administrative processes and efforts such as annual evaluation management, reappointment, stipend management, onboarding and offboarding. Prepare appropriate reports for leadership on attrition, turnover, recruitment needs, etc. for evaluation. Represent the needs of the postdoctoral community to leadership, School of Medicine programs, and other relevant groups on campus to advocate for and discuss their needs and priorities. Identify funding aspects for programming for 400+ medical postdoctoral students. Promote seminars and workshops through regular communications with postdoctoral students; identify relevant training and programming needs on an ongoing basis. Provide administrative support with correspondence, schedules, and office inventory, etc. (35%) Strategize and identify opportunities to recruit potential postdoctoral scholars/ fellows through seminars, LinkedIn, affiliate organizations, and other educational offerings to help increase the number of qualified postdoctoral scholars/ fellows. Analyze and identify fields where postdocs are most needed for recruitment purposes and provide comprehensive recommendations for recruitment plans. Research institutions and other avenues for recent graduates where postdocs can be recruited. Research and identify strategic contacts with external institutions, hospitals, companies, and other pertinent entities and individuals; conduct outreach, cultivate and management relationships to assist with recruitment efforts. Partner with internal departments to conduct active postdoctoral recruitment. (10%) Promote the success, diversity, equity, and inclusion programs, long-range strategic planning, and postdoc care across campus. Amplify postdoc initiatives by supporting and overseeing new and existing postdoc led groups in the School of Medicine in Graduate Education. Continually assess the campus environment through formal and informal contact/discussion, surveys, focus groups, and other forms of valuable data collection to identify and address postdoc needs. (10%) Analyze the postdoc experience (encompassing wellness, academic growth, professional development and more) and advise leadership on areas of concern and opportunities for improvement. Proactively meet with postdocs, triage discussed issues, and advocate for postdocs (including contacting appropriate on campus offices on the postdoc’s behalf). Serve as the postdoc advocate to ensure postdoc’s personal and professional needs are met by providing continued collaboration and follow up with university campus partners, Graduate Education office, program directors, faculty mentors, and the university office of Postdoctoral Affairs. Work with individual postdocs or groups of postdocs to identify and address their personal and professional needs throughout their time at the university. Provide guidance and support to postdocs, postdoc organizations; make referrals to appropriate resources and offices. Identify and recommend courses and other learning opportunities to postdoc for professional development purposes (e.g., grant writing courses, written communication courses, specified scientific seminars, etc.). (10%) Serve as a primary contact to provide administrative support for postdocs affinity groups (e.g. LGBTQ +, Postdocs from underrepresented backgrounds, International, etc.). Support new initiatives stemming from these affinity groups by helping to organize and manage events, identify, and manage fundraising, manage the groups through student turnover and matriculation to ensure continuation of purpose, etc. Serve as liaison between affinity groups and the Graduate Education Office. (10%) Serve as initial contact person for any postdoc concern from faculty, staff, or fellow postdocs. Working closely with the vice dean for graduate education and director of postdoctoral affairs to coordinate resolution of these conflicts in accordance with university, school, postdoctoral affairs, and graduate education office policies. Assist in addressing community concerns response and care reports. Provide direct support to postdocs facing challenges as a liaison with a variety of interventions, referrals and follow up services provided by the school, the office, and the central university. This position will handle and process highly confidential, time sensitive and complex information. (15%)
NONESSENTIAL FUNCTIONS
Create and manage postdoc communications via email, social media, and the Graduate Education Website. (5%) Assist with the Office of Graduate Education annual and postdoc-centered functions and events such as the white coat ceremony, graduate appreciation, etc. (2%) Perform other duties as assigned. (1%)
CONTACTS
Department: Regular contact with co-workers to maintain workflow.
University: Contact with faculty, administrative staff. Contact with staff in Postdoctoral Affairs, Alumni Relations. Human Resources, Equity, Office for Diversity Equity and Inclusive Engagement, Public Safety and Security, Disability Resources, and Equity.
External: Contact with alumni and corporate constituents to exchange information.
Students: Daily contact with postdoctoral scholars/ fellows to exchange information or provide guidance on policies.
SUPERVISORY RESPONSIBILITY
No direct supervision of staff employees
QUALIFICATIONS
Education/Experience: High School Education and 5 years of related experience, OR Bachelor’s degree and 1 to 3 or more years of related experience required. Strongly refer demonstrated responsibility in higher education preferably in a position with direct postdoc relations or case management experience.
REQUIRED SKILLS
Must have familiarity with academic, personal, and health/emotional needs of university postdoctoral. Excellent organizational, group facilitation, interpersonal communication and conflict resolution skills are required. Ability to interact with colleagues, supervisors, and customers face to face. Commitment to working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background, and ability. Must be creative and proactive self-starter. Must be able to handle difficult situations and confidential information with sensitivity and professionalism. Must be familiar with Title IX and if not already trained receive Title IX /Equity training. Ability to meet consistent attendance.
WORKING CONDITIONS
General office setting.
