Administrative Services Coordinator I

At the AJ Drexel Autism Institute, we are a team that pioneers research to better understand autism and drive impactful change in our communities and worldwide. To make impactful change we must first start within our organization, and we continue to work hard to create a work environment where our employees’ voices are heard and respected. We are seeking individuals who desire to be a part of an innovative work environment alongside employees who demonstrate compassion, respect, and integrity. The ideal candidate will have similar core values to ours and will help to support the overall mission and vision of the organization.

Job Summary

The A.J. Drexel Autism Institute is seeking a full-time Administrative Services Coordinator I to provide direct administrative support to research program area leaders and other critical programmatic functions such as outreach activities and DEI strategies. The Administrative Services Coordinator is a member of the Financial and Administrative Services Team (FAST Core) and reports to the Assistant Director of Business Affairs. The Administrative Services Coordinator will provide administrative and financial support assistance to research program area leaders: Early Detection and Intervention, Modifiable Risk Factors (MRF), Policy, Analytics, Community Research (PAC), Life Course Outcomes (LCO). The incumbent will also provide higher-level support to the Outreach Core including attending outreach events, conducting analysis related to event participation and effective outreach strategies. This position will also be instrumental in supporting diversity, equity, and inclusion strategies that promote inclusion within the institute in addition to our community engagement activities.

Essential Functions

• Provide administrative support for EDI, LCO, MRF and PAC program areas
  • Manage calendar for EDI, LCO, MRF, and PAC program area leaders and Outreach core directors
  • Set up and coordinate individual and group meetings for internal and external stakeholders. Coordinate and book program leaders’ travel arrangements; submit travel requests using Concur system as necessary; submit receipts; reserve conferences and arrange speaking engagements as needed
  • Coordinate visiting speakers/job candidates; arrange flight, hotel, and meeting details
  • Manage calendars and coordinate meetings and travel

• Outreach Core support
  • Manage bookings for space and event locations
  • Coordinate participant enrollment and attend outreach events (occasional evening and weekend hours)
  • Track and analyze data related to event participation and activities • Maintain AJDAI quarterly newsletter and support annual impact report
  • Other duties as assigned

• Diversity, Equity, and Inclusion planning and support
  • Participate in DEI strategic planning
  • Coordinate focus groups and individual interviews and subcommittee meetings
  • Create presentation slides

• Newsletter/Website updates
  • Develop and maintain quarterly AJDAI newsletter
  • Update AJDAI website (e.g., events, press releases, and new hire photos, etc.)

• Other administrative responsibilities
  • Coordinate non-clinical parking requests
  • Provide backup support to Administrative Coordinator III
  • Backup support for general office duties and front desk coverage
  • Book meetings in AJDAI conference rooms
  • Delegate tasks where appropriate to Drexel co-ops.

Required Qualifications

• Bachelor’s Degree or Equivalent
• 2 years of relevant experience
• Excellent writing and proofreading skills
• Proficient with Microsoft Office
• Attention to detail and ability to prioritize and effectively manage tasks and projects
• Takes initiative and anticipates needs for support
• Strong communication skills

Physical Demands

• Typically sitting at a desk/table
• Typically standing, walking

Location

Center City, Philadelphia, PA

Additional Information

This position is classified as Exempt with a salary grade of I. 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.

Advertised:Mar 20 2023 Eastern Daylight Time
Applications close:May 6 2023 Eastern Daylight Time