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Administrative Assistant, Office of the Senior Vice President

Apply now Job no: 497487
Work type: Full-Time
Location: University City - Philadelphia, PA
Categories: Drexel University, Institutional Advancement

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.

Drexel’s Office of Institutional Advancement (IA) supports the University’s mission and strategic priorities by generating philanthropic engagement and by building and strengthening relationships among alumni, students, faculty, staff, civic leaders, friends, and foundation and corporate partners. We aspire to create a sustainable and lasting culture of philanthropy at Drexel University by cultivating the next generation of leadership through volunteer initiatives and alumni engagement.

In alignment with Drexel University’s values and priorities, IA is committed to maintaining a flexible and dynamic work environment that promotes diversity, equity, and inclusion; professional and career development; and collaboration and innovation across all our departments.

Job Summary 

The Administrative Assistant provides general and confidential office and administrative support to the Office of the Senior Vice President for Institutional Advancement.  This position directly supports the Senior Vice President and the Strategic Liaison to the SVP.  This role requires the exercise of independent judgment, technical knowledge, the ability to converse with and serve the University’s high-level internal and external constituents and general knowledge of overall University and Institutional Advancement activities.

This position will work from the University City campus office Monday-Friday 8am-5pm during normal operations plus two Saturdays per year and the occasional evening if council meeting support is needed. 

Essential Functions 

  • Assist the Senior Vice President with scheduling and maintaining their calendar.
  • Prepare the Senior Vice President's monthly expense reports and purchasing card statement.
  • Use online portal to make travel arrangements for the Senior Vice President.
  • Record data, correspondence and documentation in appropriate electronic and hard-copy archives and databases.
  • Assist in the preparation and dissemination of correspondence and information materials.
  • Greet visitors to the executive Institutional Advancement office suite in a professional and appropriate manner.
  • Answer phone calls for the Office of the Senior Vice President and direct them appropriately.
  • Arrange meeting schedules for the division, coordinate details, and communicate information.
  • Assist the Strategic Liaison in the confidential and complex preparation of materials for proposals, Board meetings, staff meetings and any other areas which require administrative support services.
  • Assist the Engagement Officer, Volunteer Leadership with arranging meeting logistics and providing on-site support for the Presidential advisory councils as needed.
  • Manage the invitations and responses for the council meetings and events.
  • Manage all council member lists, communications, contact information and bios.  Update and monitor records of contact in the database.
  • Other duties as assigned.

Required Qualifications 

  • High school diploma and three years of experience or equivalent combination of education and experience
  • Proficiency with Microsoft 365 Office Suite
  • Well-developed organizational and interpersonal skills
  • Strong oral and written communication skills
  • Ability to multitask and to coordinate instructions from several leaders on a project
  • Ability to recognize the relative importance to Drexel of callers and visitors, and to respond appropriately
  • Sensitivity to confidential information and discretionary judgment for making disclosures and keeping confidences
  • Ability to function independently and to contribute to a team effort 

Physical Demands 

  • Typically sitting at a desk/table
  • Typically standing, walking

Location 

University City, Philadelphia, PA 

Additional Information 

This position is classified as Non-Exempt with a salary grade of G. 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 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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Position Type

Work type

Locations

Philadelphia

Categories

Division / College
Organization