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Assistant Business Manager

Apply now Job no: 497482
Work type: Full-Time
Location: University City - Philadelphia, PA
Categories: Drexel University, Dornsife School of Public Health

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 Urban Health Collaborative (UHC) at the Dornsife School of Public Health, Drexel University invites applications for a Business Coordinator. This position will report to the Senior Business Manager and will assist with the financial, research and general administration of the Urban Health Collaborative. The position will assist with operations including budgeting, purchasing, human resources, management information, bi-weekly payroll, and supporting pre- and post- award for externally funded projects linked to the Urban Health Collaborative.

Essential Functions

  • Assist with federal and non-federal research proposal development, including budget development through to application submission for UHC investigators and act as liaison with external institutions during proposal development.
  • Assist with award set-up including the initiation and processing of sub-award documentation, assist with Just-In-Time requests from sponsors, work with Research Accounting Services (RAS) to properly load budgets. Review new award set-up documentation for terms and conditions, award restrictions or sponsor requirements for the fiscal and administrative management of awards.
  • Assist with Award Management by performing monthly reconciliations in accordance with established standard operating procedures to effectively monitor each award’s financial activities. Prepares financial and labor documents. Tracks subaward invoice processing, and sponsor payments/accounts receivable. Assists with quarterly effort reports including tracking completion of certifications. Assist with report preparation and submission to sponsors. Prepares documents for Award Closeout and tracks for completion.
  • Assist with staffing the department, including preparation of Professional Staff job descriptions for routing and approval through PageUp, and preparation of hiring documents for Graduate Fellows, Bi-Weekly Employees, and Non-Employee Associates.
  • Coordinate the onboarding process for Visiting Scholars, International Students, and Employees with International Students and Scholars Services (ISSS).
  • Assist with Bi-Weekly Payroll.
  • Reviews and analyzes the allowability of transactions monthly on all departmental and research funds to ensure compliance with University and Sponsor requirements. Assist with P-Card management to ensure documentation is compliant with University and Sponsor Requirements. Prepares financial documents for approval including Travel Expense Reimbursement Reports, Journal Entries, SmartSource Purchasing and Requisition Processing. Tracks all submitted documents through to completion.
  • Assist with the University’s Contracting process including communicating with central units (Office of General Counsel, Office of Research and Innovation-Contracts, Office of Tax Compliance, Risk Management, Procurement, Accounts Payable) to initiate forms and documents for review and negotiation, and to ensure timely processing of contract execution.
  • Assist in preparing reporting packages including the compilation, categorizing, verifying, and auditing information or data.
  • Perform other duties assigned.

Required Qualifications

  • Bachelor’s Degree, Finance, Accounting or related field.
  • At least 1 year of relevant experience
  • Excellent understanding of accounting and budgeting concepts and ability to apply those principles.
  • Strong organizational, administrative, file management, time management and critical thinking skills while maintaining careful attention to detail.
  • Ability to organize, prioritize workload and meet deadlines in a multi‐task, multi‐faceted work environment.
  • Highly proficient with Microsoft Office Suite, advanced knowledge of Excel and proficient with other web-based programs and tools.
  • Complete tasks in a consistent, reliable, and repeatable manner.
  • Capacity to develop excellent analytical and quantitative skills, including the ability to manage, analyze, and interpret data.
  • Willingness and interest to assume increasing responsibilities, networking, leadership and training opportunities.
  • Results-oriented with a positive attitude and excellent listening skills. Must be comfortable with maintaining a high degree of confidentiality and integrity when handling sensitive information.
  • Excellent communication skills‐both oral and written‐to elicit and communicate information, to analyze data, and to prepare/present clear, informative, and concise materials.
  • Excellent customer service skills and a strong service-oriented attitude. The ability to interact and work effectively with a broad range of people, including but not limited to, Deans, Faculty, Staff, Students, University Leaders, and any additional key points of contact.

Preferred Qualification

  • Prior grant experience in Higher Education with Federal and Non-Federal funding sources (NIH, NSF, Foundations, other Federal or Non-Federal Sponsors).
  • Experience using systems such as Banner, COEUS Lite, InfoEd, JPMorgan PaymentNET, SmartSource (SciQuest), PageUp, Hyperion Reporting.


University City – Philadelphia, PA

Additional Information

This position is classified as Exempt with a salary grade of I. For more information regarding Drexel’s Professional Staff salary structure,

Special Instructions to the Applicant

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

Please also submit 1-2 program scripts that you elaborated for data management and analysis (one for data management and another for data analysis, or 1-2 pieces that include both components.

Review of applicants will continue until a suitable candidate pool is identified.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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

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Division / College