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Executive Administrator and Office Manager

Employer
Drexel University
Location
Pennsylvania, United States
Salary
Salary Not Specified
Posted Date
Jul 21, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Athletics, Executive, Executive Directors, Other Executive
Employment Level
Executive
Employment Type
Full Time
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Job Summary

The Drexel University Athletics Department seeks an energetic and dynamic individual to support the Director of Athletics and executive team in all administrative functions, office management, and select department administrative duties in the areas of human resources and business. This position serves as a key strategic relationship-builder for a vibrant Division I Athletics program. Reporting directly to the Director of Athletics, this executive administrative position provides oversight of athletics office operations as well as administrative and organizational support to the Director of Athletics and the executive team. This position acts as a liaison between the Director of Athletics and others within the department, coordinator to offices across campus and to external stakeholders. This position interacts with high-level University officials, community stakeholders, as well as donors regarding their relationship with the athletics department and the Director of Athletics. The successful candidate assists the Director of Athletics and the executive team in maintaining and managing existing stakeholder relationships as well as creating and fostering the growth of new relationships. The Executive Assistant is responsible for supporting administrative and HR and business functions of Drexel’s Athletic department.

Essential Functions
  • Provide leadership for administrative operations of the department. Assists the Department executive team with all administrative functions. Ensure efficient execution of administrative procedures and processes central to the department.
  • Strategically manage and coordinate AD's calendar and appearances for maximum engagement, development staff, and internal special event staff. Interacts with high-level university officials, community stakeholders, and donors regarding their position with the Athletics Department. Written correspondence and verbal communication on behalf of the AD and the executive team. Screens incoming calls and electronic correspondence and directs them to the appropriate departmental personnel depending on their needs.
  • Support and execute the administrative, HR, business and personnel needs of the Drexel Athletics Department:
    • Support processes as they relate to new and contractual renewal personnel.
    • Audit and approve monthly leave reports on behalf of the Athletic Director.
    • Manage P-Card reconciliation for the Athletic Director.
    • Responsible for posting job positions as directed and assisting hiring managers through HR hiring process.
    • Manage HR monthly updates for the department staff (HR tips and staff transitions).
    • Responsible for stationary ordering process and evaluate and execute general office duties as needed.
    • Assure accuracy of contact information, staff directories and other department information.
    • Review university materials, requirements, policies and announcements to ensure department compliance as assigned.
    • Assist in the logistics of meetings, lunches, trainings and other staff functions.
    • Update Employee Handbook on an annual basis.
  • Facilitate intra-departmental communication methods through process and/or use of Sharepoint/OneDrive/Microsoft Teams. Support technology issues as needed and able through direct help or liaison with IRT department to solve problems. Maintain inventory for department technology hardware and software.
  • Execute special projects and duties as assigned.
Required Qualifications
  • Minimum of a Bachelor’s Degree.
  • Minimum of 1 year of experience in Higher Education.
  • Must be capable of working collaboratively with diverse groups of faculty, staff, students, student-athletes, coaches and community members.
  • Excellent organization and communication skills for use with a variety of constituents including professional staff and students.
  • Demonstrated ability to work independently and collaboratively in a fast-paced environment.
  • Proficient in Microsoft Office applications.
  • Strong customer service experience and the ability to professionally greet staff, visitors, and students, serve as a resource and coordinate requests with multiple stakeholders.
  • Must have solid judgment and be capable of strong communication and problem-solving skills in a fast-paced, Division I Athletics department.
Preferred Qualifications
  • Strong aptitude for seeking out higher education athletics industry knowledge.
  • Drexel University organizational, systems and process knowledge.
Physical Demands
  • Ability to lift up to 25lbs.
Location

University 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.

Advertised:Jul 21 2022 Eastern Daylight Time
Applications close:Aug 21 2022 Eastern Daylight Time

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