Administrative Coordinator, Office of Institutional Advancement

Job Summary

The Administrative Coordinator provides general office and administrative support to the division of Institutional Advancement (IA), including direct support to the Office of the Senior Vice President and the Presidential Councils. This role requires independent judgment, technical knowledge, the ability to converse with and serve the University’s high-level internal and external constituents. General knowledge of overall University and Institutional Advancement activities will be required.

The Administrative Coordinator will work on-site at the University City campus and serve as the primary point of contract for visitors and callers to the Office of Institutional Advancement and for IA staff needing on-campus assistance. This position reports to the Strategic Liaison to the Senior Vice President.

Essential Functions

• Assist the Senior Vice President with scheduling and maintaining their calendar.
• Prepare the Senior Vice President's monthly expense and travel reports.
• Use online portal to make travel arrangements for the Senior Vice President and other delegates.
• Record data, correspondence, and documentation in appropriate databases.
• Assist in the preparation and dissemination of correspondence and information materials.
• Manage the executive office suite and all supplies and services. Coordinate with the Director of Administrative Services as needed.
• Manage and disseminate incoming and outgoing mail daily for the Office of Institutional Advancement.
• Greet visitors to the executive Office of the Senior Vice President and direct them appropriately.
• Answer incoming calls to the central Office of Institutional Advancement and Senior Vice President lines. Disseminate information accordingly.
• 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.
• Additional divisional support including coordination of meeting room reservations, event support and outreach and coordination with the President’s office and other leadership as needed.
• Other duties as assigned.

Required Qualifications

• Minimum of a High School diploma and 3 years of administrative experience or Equivalent combination or education and experience.
• Proficient in Microsoft Office 365 Suite.
• Strong oral and written communication skills.
• Customer-service skills.
• Ability to multitask and to coordinate instructions from several leaders on a project.
• Sensitivity to confidential information and discretionary judgment.
• Ability to function independently and to contribute to a team effort.
• Ability to collaborate and build relationships within the department and with individuals and departments across the University.
• Willingness to learn and improve.
• Ability to commute to campus and work full-time in-person.
• Ability to work occasional evenings or weekends according to council meeting schedules and events.

Required Qualifications

• Bachelor’s Degree.

Location

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, https://drexel.edu/hr/career/ducomp/salstructure/

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.

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Advertised:Jan 27 2023 Eastern Standard Time
Applications close:Mar 27 2023 Eastern Daylight Time