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Administrative Coordinator I

Apply now Job no: 499305
Work type: Full-Time
Location: University City - Philadelphia, PA
Categories: Drexel University, Westphal College of Media Arts & Design

Job Summary

The Department of Architecture, Design and Urbanism is seeking an energetic Administrative Assistant to strengthen our team. The ideal candidate is outgoing with excellent interpersonal skills to interact professionally with students, faculty, other University offices, and the public in a busy, service-oriented setting. We are seeking a candidate who is collaborative, analytical, and well organized and enjoys the opportunity to multi-task, take initiative to problem solve, and to be proactive in a lively and fast-paced environment with limited supervision. This position requires the ability to work independently and prioritize assignments based on importance and timeliness while checking in with Department and Program Leadership.

Essential Functions

Day-to-Day Operations:

  • Assist students, faculty, and adjuncts with administrative support as needed.
  • Serve as contact for inquiries from faculty, staff, students, and the public.
  • Conduct correspondence, record keeping, and a variety of administrative tasks for the Department as assigned.
  • Greet and direct visitors.
  • Manage student employees.
  • Coordinate and document department meetings.
  • Manage Department book collections, as needed.
  • Order and manage office supplies and equipment.

Communications and Events

  • Edit and distribute email correspondence for the Department, including promotion of events at the direction of Program Directors and Faculty.
  • Manage social media accounts.
  • Assist with event planning and execution for educational and professional seminars and other programs for the Department. Including coordinating with the Dean’s office events team.
  • Act as departmental representative for communications and website updates on the College Communications Task Force.
  • Secure accommodation arrangements for visiting scholars and potential hires.
  • Disseminate University, College and Departmental Policies and information to faculty, students, and adjuncts, including emergency and safety policies, and dissemination of the faculty handbook to all faculty.

Student and Course-Oriented Tasks:

  • Maintain and post faculty and course schedules.
  • Manage the Department’s email account.
  • Assist Program Directors and Student Services with student registration, section balancing and overrides.
  • Assist and oversee Department studio & classroom equipment.
  • Coordinate textbook orders with university bookstore.
  • Serve as contact for inquiries from faculty, staff, students, and the public.
  • Support programs with space access and studio move-in/move-out arrangements at the beginning and end of year as needed.
  • Coordinate department summer program applications with director.
  • Other related duties as assigned.

Required Qualifications

  • Minimum of Bachelor degree and 2 years of work experience; a minimum of a High School Diploma/GED and 10 years of experience will be considered.

Preferred Qualifications

  • Excellent interpersonal, collaborative, analytical, organizational and communication skills (verbal and written).
  • Excellent computer skills including MS Office software and Adobe Creative Suite; Banner and Web Finance skills are desirable.
  • Excellent social media expertise.
  • Ability to assist faculty and students with requirements related to academics, administration, and events.
  • Ability to work largely independently on assigned responsibilities and projects.
  • Ability to prioritize assignments based on importance and timeliness.


University City, Philadelphia PA

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 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.

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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Division / College