Description

POSITION OBJECTIVE 

The Assistant Director of Undergraduate Research will oversee and administer research funding processes for the Office of Undergraduate Research. This position will collaborate internally with faculty, staff, and campus partners in support of students having fair access to research opportunities, as well as externally with partners, alumni and others in support of undergraduate research and creative endeavors. 

ESSENTIAL FUNCTIONS 

Execute the research-funding process for the undergraduate research office. Administer student applications for funding, including acceptance and rejection letters. Coordinate funding disbursements and documentation for all students receiving funding support from the office and maintain accurate records in PeopleSoft HCM and Financials systems. Work closely with the student employment office to facilitate processes for funded students. (30%)
Advise all interested students about research opportunities on- and off-campus. Develop information workshops and present in classes at the request of faculty to inform students about locating research opportunities. Meet with faculty as necessary, to determine their needs and recruit students for research projects. Advise affiliated student organizations. Make presentations about undergraduate research to university groups and functions as needed -especially admissions events and student groups. Coordinate student panels for university functions. Represent the undergraduate research office on select university committees. (10%) 
Ensure efficient office administration and effective service delivery in partnership with the director. Oversee and maintain the office¿s website, and other social media platforms, aligning content with the needs of various constituents of the office, including prospective students and their parents. Manage the design of print and digital publicity, outreach, marketing and recruiting pieces in collaboration with University Marketing and Communications. Track participation of undergraduate research; analyze data to produce reports and assessment metrics for academic and administrative stakeholders. (10%)
Manage the operating budget for the undergraduate research office through the ERP Financials System, including accounts payable and e-procurement. Complete monthly expense reconciliation and expense reports. Authorize routine department expenditures, including supply orders. Represent the office at quarterly Office of the Provost business manager meetings, contributing to cross-functional coordination, information exchange, and alignment with institutional priorities. (15%) 
Lead end-to-end planning and execution of large-scale undergraduate research showcases (including the Intersections Poster Symposium or other events developed in collaboration with campus offices such as the Center for Career Success) for student projects, with two large events (800+ attendees) and one targeted event (100+ attendees) annually. Provide comprehensive oversight of all event phases, partnering with relevant stakeholders. Direct the student selection and judge selection processes, ensuring transparency, rigor, and broad access to participation opportunities. Serve as the showcase liaison for students, judges, employers and the overall campus community. Manage all logistical arrangements for the events. Design and sustain a robust, data-driven evaluation framework to assess outcomes, participant satisfaction, and impact of events. Develop and carry out continuous improvement strategies for the events, establish performance benchmarks, evaluate and recommend enhancement opportunities, and iterative program refinements to strengthen quality, scalability, and long-term effectiveness of showcase initiatives. Ensure events stay on budget and maintain accurate, compliant financial documentation associated with events. (30%) 
 

NONESSENTIAL FUNCTIONS 

Perform other duties as assigned. (5%)

CONTACTS 

Department: Continuous daily contact with the Undergraduate Research Office director. 

University: Regular contact with the Office of the Provost, including budget officer. Regular contact with the Undergraduate Advising Support Office and the Center for Career Success. Regular contact with undergraduate students, faculty and staff who serve as mentors, program coordinators, or program volunteers. Regular contact with controller's staff, procurement and distribution services, travel services, printing services, library staff, facilities, and catering. Occasional contact with deans' offices. Infrequent contact with admissions staff and Case Alumni Office. 

External: Regular contact with outside vendors (catering, office supplies, event planning, and media support). Occasional contact with prospective students and parents. Occasional contact with alumni. Infrequent contact with individuals, agencies and institutions that provide opportunities and/or funding for Undergraduate Research Office

Students: Continuous daily contact with students concerning Undergraduate Research Office opportunities and programs. 

SUPERVISORY RESPONSIBILITY 

The position is responsible for supervising student workers.

QUALIFICATIONS

Experience: 3 years of administrative experience required, with demonstrated success in event planning, program coordination, administrative support, and/or project management. Experience working in a higher education or similarly complex organizational environment is preferred. 

Education: Bachelor's degree required. Master's degree preferred.

REQUIRED SKILLS

Ability to manage a portfolio of high-level projects and events. Demonstrate strict attention to detail and accuracy to produce high-quality, error-free work.
Ability to work independently with limited supervision and make appropriate decisions.
Proven ability to troubleshoot and to identify problems and appropriate responses to complex issues.
Clear and professional written and oral communication skills. Ability to interact with internal and external constituents.
Demonstrated proficiency in creating comprehensive project plans, setting objectives, timelines, and tracking progress. Exceptional organizational and time management skills.
Experience in developing and managing project budgets and providing financial reports and updates.
Ability to troubleshoot technical problems. Familiarity with Campus Groups, Drupal, and Canva. Exceptional proficiency in Microsoft Word, Excel, PowerPoint, and Google Suite.
Demonstrative initiative and creativity.
Capability to lead project teams and supervise support staff, ensuring high standards of work and collaboration. Desire and ability to work in a team.
Flexibility to adapt to changing needs.
Thorough knowledge of standard office procedures and processes.
Ability to demonstrate 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.
Proven professional demeanor with tact, courtesy, and diplomacy. Ability to maintain confidentiality and discreetly handle sensitive information. Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and students face to face. 
Willingness to learn and use Artificial Intelligence (AI).
 

WORKING CONDITIONS 

General office environment. The employee may be required to lift up to 20 lbs. and be able to bend/stoop, balance, climb stairs, push/pull, reach and reach above head. The employee will perform repetitive motion using a computer mouse and keyboard to type. Ability to travel to on- and off-campus locations will be required for event coordination and staffing. Working after hours may be necessary on some occasions. This position is not eligible for remote work.