Department Administrator

About the Department of Architecture

The Drexel University Department of Architecture, Design and Urbanism is housed in the vibrant creative space of the URBN Center. The Department offers programs in Architecture, Design Research, Interior Design and Urbanism. Programs are graduate and undergraduate, online and in-person. The Department of Architecture, Design and Urbanism is one of seven departments in the Antoinette Westphal College of Media Arts & Design. The Westphal College has more than two thousand students and is one of the largest of Drexel's fourteen schools and colleges. The College offers 17 undergraduate and 9 graduate programs and enjoys eight national rankings.

Job Summary

This position serves as the primary manager for the Department of Architecture, Design & Urbanism. The Department Administrator handles all personnel paperwork for the department, monitors spending, supervises student and other office staff, and overseas departmental projects. They manage issues of compliance and reviews financial accounting for the programs and the department. The position interacts on a consistent basis with the department head, 5 academic program directors, college and university administrators and faculty, staff, and students.

Essential Functions

Budget Management:

• Oversee accurate financial records including invoice payments, purchase orders, procurement card reports and travel forms.
• Monitor all departmental accounts for budgeting, spending and accurate reconciliation online and monthly meetings with department head to go over budget.
• Complete various budget requests including those for adjunct and summer teaching.
• Complete monthly purchasing card reconciliations and transaction reports, and manage those of the Architecture, Design & Urbanism department programs.
• Procure supplies and materials for programs and department through Smart Source and appropriate channels.
• Complete budget transfers, funding transfers, supplemental pay, and grant compensation.
• Facilitate payment of scholarship and award funds.
• Prepare adjuncts teaching contracts and submit rehire paperwork for current adjuncts every term.
• Enter instructors and position numbers into the Banner Hyperion report every term.

Personnel Management:

• Maintain rapport with supervisors, faculty, staff, and students by resolving problem situations.
• Manage departmental processes, develop relationships, strategize improvements, support innovation.
• Manage and maintain personnel records for all department faculty and staff including annual Appropriate Credit Equivalency Reporting and promotion dates.
• Manage adjunct hiring process for adjuncts, student employees, temporary employees, and summer faculty.
• Manage payments to independent contractors, and grant managers.

Department Scheduling:

• Support Program Directors in completing quarterly galleys and annual course load projections.
• Work closely with Program Directors and Registrar’s Office to meet various deadlines each term for exam scheduling, section balancing, course changes, course additions.
• Work with faculty to complete new curriculum and course forms for approval.

Department Duties:

• Maintain administrative workflow by studying methods, implementing cost reduction, and developing reporting procedures.
• Provide ongoing customer service with all faculty, staff, and students.
• Resolve administrative problems by analyzing information, identifying, and documenting solutions.
• Maintain and develop working relationships with various university departments including other academic major programs, Registrar’s office, HR, Research, Admissions (EMSS), Financial Aid, Graduate Studies office, Provost’s office, Procurement, Facilities, Event Services, college scheduler and the college’s Dean’s office and Academic Advising office.
• Assist in department projects on a regular basis.
• Prepare for and attend weekly staff meetings with Department Head.
• Attend University and College wide meetings and events.
• Maintain a positive learning environment.
• Coordinate maintenance of department facilities.
• Coordinate alumni information with Program Directors.
• Assist in preparation for accreditation.

Required Qualifications

• Minimum of a Bachelor’s Degree or Equivalent.
• Minimum of 3 years related work experience, preferably in a college setting.
• Completion of undergraduate level coursework in a Business or related field or equivalent.
• Knowledge and skills related to educational program management and administration including customer service, oral and written communications; organization; multi-tasking; maintaining accounting records.
• Ability to use basic and specialized computer applications.

Preferred Qualifications

• Bachelor's Degree in a Business or related field.
• Experience with Banner and Microsoft Office systems.
• Ability to work well with a wide range of university offices, faculty, and staff.

Location

University City, Philadelphia PA

Additional Information

This position is classified as Exempt with a salary grade of K. 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:Sep 26 2022 Eastern Daylight Time
Applications close:Oct 27 2022 Eastern Daylight Time