Job Summary

Drexel University’s College of Arts and Sciences (CoAS), Department of Physics, is seeking an organized, analytical, courteous, and proactive Department Administrator who is skilled in managing multiple tasks independently while delivering superior support to our team of 20 faculty and staff.

Under the direction and supervision of the Department Head, the successful candidate will be responsible for planning and administering the operational and financial activities of the Department as an academic unit and provide attentive support to all faculty, staff, and
students. The Department Administrator will manage all day-to-day purchasing, hiring, and business processes of the ongoing teaching, research, and scholarship activities within the Department while maintaining compliance with relevant College, university, and government policies. While reporting to the Department Head, this key role will also liaise with the Dean’s Office and will help analyze office processes and policies, develop creative solutions to problems, answer operational questions, and take part in decision-making that supports increased efficiencies for the Department and College.

About the Department

The Department of Physics is a family-friendly department that provides a solid understanding of physical principles, problem solving, mathematical and computational skills, as well as broad experimental training. Physics is housed within the College of Arts and Sciences (CoAS), which delivers a time-honored liberal arts education paired with Drexel’s renowned focus on applied learning. Our faculty members lead world-class research programs in a wide variety of disciplines. Faculty and students work side-by-side to explore the full range of universal phenomena. The department has a large and vibrant undergraduate program as well as an active and highly ranked Master’s and Ph.D. graduate program. The Department is located in the University City area of Philadelphia with several academic and research institutions concentrated in a vibrant urban atmosphere. Drexel University’s Department of Physics is committed to equitable and inclusive practices that allow our students, faculty, and professional staff to excel and thrive. We welcome those of diverse identities, including but not limited to race, ethnicity, socioeconomic status, gender identity, sexual orientation, country of origin, disability status, and religious affiliation and respect the diversity of individual experience, thought, and expression. We seek to promote
access, opportunity, and justice for all members of our community by fostering a supportive environment built on mutual respect and a shared pursuit of knowledge.

Essential Functions

Financial Tasks: 

• Ensure that all relevant departmental cost-centers (i.e., unrestricted, restricted, designated, gift), personnel and operating expenses are appropriate, in compliance, and within budget.
• Support departmental leadership on departmental spending, financial objectives, and compliance.
• Oversee all purchasing for the department as well as monthly reconciliation of purchasing card statements .
• Independently manage and document all financial transactions. Complete labor redistributions, journal entries, and other expenses-related tasks as needed.
• Provide guidance and support to departmental employees on best practices for purchasing, reimbursement and awards/prize distribution, when relevant.
• Prepare annual budget reports, business activity reports, and expense tracking reports.
• Serve as primary budget/administrative contact for the Office of the Dean (CoAS).
• Under the supervision of the Department Head, liaise with various offices (e.g., Procurement, Office of General Counsel, Human Resources, Comptroller’s Office, Tax Office, Payroll Office, Work Study Office, Drexel Central, Scheduling Team, Graduate Support Team, ISSS, Facilities, Institutional Advancement, University programs and schools, College Grant Administrators, etc.) 

Personnel Tasks: 

• Process all departmental hiring paperwork for adjuncts, faculty, staff, students, temporary employees, visitors/guests (including tuition remission and summer salary, if relevant).
• Support the recruitment and onboarding processes for all employees associated with the department.
• Ensure compliance with all Human Resources hiring policies.
• Certify personnel labor is charged to the appropriate funding source.
• Approve time sheets for employees, if/as needed (e.g. monthly employees and biweekly employees, etc.).
• Establish an active network of professional contacts to support the execution of departmental business operations.
• Help create and maintain a database of all departmental contracts and track faculty teaching loads in collaboration with CoAS.
• Supervise support staff within the department.

Administrative Tasks: 

• Execute all day-to-day business processes, developing and implementing procedures in compliance with university policy, federal regulations, and contractual requirements.
• Manage and/or provide oversight of departmental space, where pertinent, which includes but is not limited to stocking departmental space with business and academic supplies, submitting work orders, overseeing phone lines and office equipment, and attending to space requests.
• Oversee and support routine departmental events which includes but is not limited to advertising, reserving space, arranging meetings, booking travel, and ordering food.
• Maintain departmental physical and digital records in compliance with the University’s record retention policy.
• Support faculty life-cycle processes, including the Promotion & Tenure Process of tenure track and teaching faculty.
• Provide direction and advice to all employees, students, and vendors with business and academic operational questions.
• Resolve problems with the highest level of customer service.
• Oversee select department-specific academic processes such as curriculum updates in Courseleaf and language placement exams Liaise and coordinate with the College scheduling team so that the team can ensure proper instructional assignments, course offerings, classroom spaces, etc. 
• Other related duties as assigned.

Required Qualifications

• Bachelor's Degree or the equivalent combination of education and work experience. 
  • Please review the Equivalency Chart for additional information.
• Minimum five years of experience directly related to higher education, budget management, and/or customer service or an equivalent combination of experience, education, and training

Preferred Qualifications

• Master’s degree  preferred

Physical Demands

• Typically sitting at a desk/table
• Typically standing, walking
• Typically bending, crouching, stooping
• Lifting demands ≤ 25lbs

Location

• University City - Philadelphia, PA

Additional Information 

This position is classified as a Full time Exempt with a grade of K [$54,630.00- $  81,940.00]. The offered pay is dependent upon internal equity and the successful candidate’s competencies, education, and experience. 

For more information regarding Drexel’s Professional Staff salary structure and Compensation Guidelines & Policies, please visit the Compensation and Salaries website.   

Please review the Benefits Brochure for some information on our benefits offerings.  

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.