About Drexel
Drexel is one of Philadelphia's top 10 private employers, a comprehensive global research university and a major engine for economic development in the region. With over 24,000 students, Drexel is one of America's 15 largest private universities. 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 position provides a wide range of administrative, operations, and executive level support to the two department chairs, and currently twenty (20) plus resident faculty, 1 professional staff member, and over 150 students across 9 degree programs, and one (1) certificate program, including four currently accredited or approved graduate programs. The position is responsible for general and administrative operations for the Division. The position assists the Chairs with scheduling, correspondence, planning, organization, and reporting. The position assists Program Directors with academic program administration including but not limited to accreditation, academic course listings, student registration, graduation clearance and related activities, billing and fees, etc. The position serves as division and departmental liaison to College and University administrative offices. The position ensures that goals and objectives related to these functions are accomplished in accordance with specified priorities, time frames, funding limits, and other requirements, including making quality improvement recommendations.
Essential Functions
1. Academic:
a. Submits course schedule galleys for the academic year, including managing course and instructor changes, and classroom and laboratory spaces for all division courses.
b. Submits course galleys for the academic year, in coordination with Chairs and Program Directors, for all degree and certificates programs and continuing education initiatives.
c. Manages the collection and reporting of data, in coordination with Chairs and Program Directors, associated with program goals and objectives, in support of program and institutional accreditation.
d. Demonstrates knowledge of and implements university, college, division, and/or program policies and procedures to support division operations..
e. Recommend changes to division and/or program policies and procedures to improve current division operations.
f. Processes pre-assignments and final exam requests for all programs and certificates in the division, each quarter.
g. Processes incoming doctoral student course credit transfer requests.
h. Collaborates as needed on the maintenance of records for P.h.D. student tuition waivers, stipend databases and projections.
2. Administrative:
a. Assists Chairs with faculty workload construction and reporting.
b. Demonstrates knowledge of and implements on boarding of faculty, adjunct instructors, guest lecturers, professional staff, teaching assistants, and work‐study students.
c. Disseminates communications to student groups, and faculty groups, as needed, at the direction of the Department Chairs.
d. Establishes and maintains successful working relationships with facilities maintenance, CNHP IT and DU IRT, and contracted service vendors to facilitate ongoing department functioning.
e. Establishes and maintains successful working relationships with various university departments including other academic major programs, Registrar's office, HR, Research, Admissions (EMSS), Financial Aid, Graduate Studies office, Provost's office, Procurement, Facilities, Event Services, and the college's Dean's office and Student Services.
f. Manages the hiring of faculty, adjunct instructors, guest lecturers, professional staff, teaching assistants, and work‐study students, including administering division contracts, and payroll.
g. Manages all division records related to budget and finances, personnel, business partnerships and ventures, development, meetings, and educational programs, including those confidential in nature.
h. Manages all division related data systems including Banner, Hyperion, WebFinance, WebSalary, Drexel’s P‐card system, E-PAF, Smart Source, Blackboard, CourseLeaf, AEFIS, Astra Platinum Analytics, CLSS, Share Point/OneDrive, and Degree Works, and Qualtrics.
i. Managing division continuing education programming, including registration, finances, event planning, and monitoring compliance with provider approval entities.
j. Manages division event planning, including registration and finances.
k. Schedules all division group meetings including scheduling conference room space, attending, and minute taking.
l. Supervises administrative support staff and work-study students for the division, including establishing weekly work schedules, and monitoring task progress and completion.
3. Financial:
a. Assists in division budget planning including.
b. Facilitating all division purchase requests, including generating billing, and processing payments.
c. Facilitating and processing faculty and guest travel reimbursements.
d. Facilitates and processes faculty and guest related business reimbursements.
e. Facilitates purchase of goods and services for the division.
f. Monitors division budget accounts, including all division funds, notably personnel, operating, CE, clinical, and donor generated.
f. Collaborates with funded faculty PI’s and CNHP Finance Team to monitor research grant accounts.
g. Prepares quarterly and annual financial and associated workload reports
h. Reconciles all financial purchases and funds via Web Finance, Web Salary, and procurement related websites
4. Other Duties as Assigned.
Required Qualifications
- Bachelor’s degree
- A minimum of 3 years professional experience
Preferred Qualifications
a. Ability to work and make decisions proactively, and independently.
b. Ability to work diplomatically and collaboratively with faculty, professional staff, and administrators.
c. Ability to handle multiple tasks, prioritizes responsibilities, and meet deadlines.
d. Attention to detail.
e. Excellent verbal and written communication skills.
f. Experience with academic software preferred.
g. Proficiency in managing finances to include maintaining financial records, performing financial analyses and projections, overseeing performance metrics, and preparing financial reports.
h. Proficiency with business software to include Excel, Word, Outlook, PowerPoint, and web browsers.
i. Proficiency creating tables, charts/graphs, and other graphics.
j. Possess extensive knowledge of the functions of the organization and the interaction of the program with other parts of the organization
Physical Demands
- Typically sitting at a desk/table
Location
Center City – Philadelphia, PA
Additional Information
This position is classified as exempt with a salary grade of J. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/
Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.
Review of applicants will begin once a suitable candidate pool is identified.
