Administrative Coordinator

Job Summary

The Drexel Urban Health Collaborative at the Drexel University School of Public Health is seeking a full-time Administrative Coordinator to support several large, multi-sites, international research projects focused on the connections between climate change and urban health in Latin America. The Administrative Coordinator will report to the Senior Project Manager and will provide comprehensive administrative support covering administrative, financial, and programmatic aspects across various projects. This position requires exceptional organizational and communication skills, time management, proactivity, attention to detail, and the ability to manage multiple tasks simultaneously.

Essential Functions

• Support management of multiple grant subcontracts including review of financial statements and invoices and ensuring the timely payment of invoices to country teams. Maintain confidentiality of sensitive budget and salary information Essential Edit Remove Screen, triage, and reply to financial and subcontract management queries.
• Support the coordination of the project publications committee, including soliciting reviews, disseminating responses, tracking journal submission and publications, and ensuring timely payment of article processing charges.
• Schedule and staff meetings with team members and external partners across countries and time zones in the Americas. This includes meeting reminders, minutes, tracking action items, and supporting timely follow-up on commitments for various working groups and committees.
• Support coordination and logistical needs for in-person and online events as needed (including webinar, in-person meetings, conferences, and other activities).
• Maintain project directory, listservs, team calendars, and internal site.
• Coordinate travel and other arrangements for team members and partners as required, including international travel, involving purchasing tickets, managing itineraries, and submitting and tracking travel expenses and reimbursements.
• Create and update documents and materials as needed including presentations, spreadsheets, and online documents as needed.
• System purchasing as needed on behalf of project staff, students and faculty. Reconcile and report on these purchases on a monthly basis.
• Additional assigned administrative duties as needed.

Required Qualifications

• A bachelor's degree or the equivalent combination of education and work experience.
  • Please review the Equivalency Chart for additional information.
• At least 1 year of related experience in an administrative position or similar is required.
• Experience in administrative or team coordination duties and procedures.
• Ability to work independently and collaboratively as part of team in a fast-paced environment.
• Strong coordination and organizational abilities with exceptional attention to detail.
• Comfortable keeping track of multiple ongoing tasks/action items across different projects.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite, Dropbox, Google Drive and other Google platforms.

Location

• University City – Philadelphia, PA

Additional Information

This position is classified as non-exempt, grade I. Compensation for this grade ranges from a minimum of $19.69 to a maximum of $29.54 per hour. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

We encourage you to explore Drexel's Professional Staff salary structure and Compensation Guidelines & Policies for more details on our compensation framework.

You can also find valuable information about our benefits in the Benefits Brochure .

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.

Advertised:Aug 5 2024 Eastern Daylight Time
Applications close:Sep 5 2024 Eastern Daylight Time