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Drexel University is an Equal Opportunity/Affirmative Action employer, welcomes individuals from diverse backgrounds and perspectives, and believes that an inclusive and respectful environment enriches the University community and the educational and employment experience of its members. The University prohibits discrimination against individuals on the basis of race, color, national origin, religion, sex, sexual orientation, disability, age, status as a veteran or special disabled veteran, gender identity or expression, genetic information, pregnancy, childbirth or related medical conditions and any other prohibited characteristic. Please visit our Policies page to view all University policies related to Human Resources and News and Announcements for workplace postings. Background investigations are required for all new hires as a condition of employment, after the job offer is made. Employment may not begin until the University accepts the results of the background investigation.

Administrative Coordinator

Apply now Job no: 494139
Work type: Full-Time
Location: University City
Categories: College of Arts & Sciences, Drexel University, Professional Staff

About Drexel

Drexel is a comprehensive global research university ranked among the top 100 in the nation. With over 24,000 students, Drexel is one of America's 15 largest private universities. Drexel is one of Philadelphia's top 10 private employers, and a major engine for economic development in the region. Drexel has committed to being the nation’s most civically engaged university, with community partnerships integrated into every aspect of service and academics.

Job Summary:

The College of Arts and Sciences at Drexel University is seeking an individual with strong administrative and personnel skills to assist in the administrative management of the College. The Administrative Coordinator reports directly to the Executive Assistant to the Dean and supports the Associate Deans, Tenure and Review processes, Departmental Reviews, assists with space and facilities, and assists with Human Resources processes. The Administrative Coordinator will have exceptional communication and problem-solving skills handling office duties and optimizing office operations. We seek an experienced and professional individual who is highly organized, can work independently, is a good problem solver, and has strong verbal and written communication skills.

Essential Functions:

Answer and direct telephone calls. Manage the College’s general email inbox and conference room calendar. Greet and direct visitors to the office. Perform general administrative, clerical, and executive support tasks. Maintain smooth office operations including daily mail sorting and distribution, prepare outgoing mail for pickup; managing documentation and files. Create reports, prepare presentations, type correspondence and emails.

Coordinate the Tenure and Promotion faculty process relating to faculty promotions. Coordinate Departmental Review Committees. Draft correspondence in general and relating to faculty appointment, reappointment and promotion.

Assists with Human Resource processes such as hiring and separations, data gathering, ensuring compliance with HR business practices, etc. Hire work-study students for Dean’s office listings. Hire work-study students for Dean’s office listings. Assists with Facility and Space - acts as liaison between department and facilities personnel, providing access when repairs are needed.

Submit maintenance requests and follow up on the status of maintenance projects. Maintain inventory of office supplies; purchasing supplies and make sure office equipment is running effectively. Organize venue, food and refreshment for events. Assist in other miscellaneous duties as requested from the Associate Dean for Finance and Administration.

Other duties as assigned

Required Qualifications:

HS Diploma or GED. At least 3 years related experience or an equivalent combination of education and experience.

Preferred Qualifications:

- Bachelor's degree
- Familiarity with higher education/medical education, academic medicine, or related field
- Experience with Hyperion and Banner

Other Requirements (eg: Licenses, Certifications, Systems Knowledge, etc.):

- Ability to manage and systematize processes to ensure timely disposition while meeting multiple deadlines and responding to informational requests.
- Exceptional professional judgment with significant responsibility for ensuring confidentiality of information.
- Strong interpersonal, verbal, and written communications skills.
- Excellent customer service skills and/or related experience.
- Proficient with MS Office including Word, Excel, Access, PowerPoint, Adobe Pro, spreadsheet and database knowledge or similar systems, with ability to learn University-specific systems (HR systems, survey tools, calendar and meeting scheduling).
- This position requires the ability to switch gears depending on processing and/or project deadlines and remains flexible in order to adapt to changing priorities. Must have the ability to work independently as well as collaboratively.

Physical Demands:

Sitting at a desk/table. Ability to lift up to 25 lbs.

Job Location:

University City

Additional Information:

This position is classified as non-exempt with a salary grade of H. For more information regarding Drexel’s Professional Staff salary structure,

Special Instructions:

Please make sure you upload your resume and cover letter when submitting your application.

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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Drexel University, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) publishes the Drexel University Security & Fire Safety Annual Report for current and prospective students and employees. This report contains important safety information and crime statistics for the previous three years. These statistics pertain to reported crimes that have occurred on campus, in certain non-campus buildings or properties that are owned or controlled by Drexel University, and on public property within, or immediately adjacent to and accessible from the campus.

Printed copies of this report are also available by calling the Public Safety Administrative Office, 215.895.1550.

Additional information about the services provided by the Drexel University Department of Public Safety can be obtained by visiting their website.

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