Academic Affairs Coordinator

Cleveland Institute of Music

Be the future of classical music

Cleveland, OH

Work Location: In-office


  • Full Time
  • Cleveland, OH
  • Work Location: In-office
  • Academic

Website cim_edu Cleveland Institute of Music

Be the future of classical music

Job Summary

The Academic Affairs Coordinator provides administrative leadership within the Office of Academic 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 Affairs & Dean of the Conservatory

  • Maintain calendar by scheduling meetings with various internal and external constituencies
  • Serve as a liaison to faculty, staff, and students on academic matters
  • Make travel arrangements as needed
  • Coordinate special projects
  • Assist with correspondence
  • Support accreditation activities

Serve as office manager for the Office of Academic Affairs

  • Coordinate, supervise, and ensure the successful completion of activities that provide support to faculty
  • Serve as Office’s inbound point of contact by directing calls and emails to appropriate person to aid in efficient communication
  • Monitor assigned budgets and authorize routine department expenditures for Academic Affairs, including, expense reports, travel, supplies, reimbursements, etc.
  • Coordinate arrangements and manage budgets for masterclasses, guest artists, visiting faculty, and conferences
  • Provide support for multiple committees by maintaining meeting agendas and minutes, as well as coordinating room set-up
  • Assist with student course registration, apostilles, international student files, and major academic events such as Convocation and Commencement
  • Liaise with marketing to maintain external and internal communications platforms across web, social, and print to ensure accurate and timely information is always available
  • Serve as an inbound point of contact for alumni seeking assistance with academic issues and additional learning opportunities, and liaise with the Patron and Alumni Coordinator in the Development Department for coordinated alumni communication across CIM

Execute key deliverables for the Office of Academic Affairs

  • Collect and maintain faculty files, including CV/resumes, faculty activity reports, and credentials
  • Monitor course syllabi for timely submission and institutional standards
  • Monitor monthly teaching loads and manage timesheet approval for a portion of the faculty
  • Process transcript requests
  • Scanning and labeling of historical transcripts
  • Liaise with constituencies at CWRU and other collegiate partners

Other duties as assigned

Education, Experience and 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
  • 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

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

Working Conditions/Physical Requirements

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

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