Administrative Coordinator II, College of Arts and Sciences

Employer
Drexel University
Location
Pennsylvania, United States
Salary
Salary Not Specified
Posted Date
Sep 9, 2021

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

The College of Arts and Sciences at Drexel University is seeking an individual with strong administrative and personnel skills to assist in the administrative management of the College. The Administrative Coordinator II reports directly to the Executive Assistant to the Dean and provides administrative support for the Dean’s Office as well as support for the Associate Deans, maintaining assignments and meeting deadlines. In addition to managing the various administrative support functions for the Dean’s Office, the Coordinator will lead various projects as well as oversee the Tenure and Promotion process, Mid-point Review process, Departmental Reviews, Department Head Searches and Faculty Evaluations. The Administrative Coordinator II will have exceptional communication and problem-solving skills handling office duties and optimizing office operations. We seek an experienced and professional individual who is highly organized, can work independently, is a good problem solver, and has strong verbal and written communication skills.

Essential Functions
  • Independently manage and participate in the execution of day-to-day administrative operations of the Office of the Dean.
  • Schedule meetings and send out zoom videos conference calling as directed; manage meeting invites and agendas as assigned.
  • Obtain and provide appropriate information for scheduled appointments, document preparation, coordinating the preparation of meetings and events as needed.
  • Answer and direct telephone calls.
  • Manage the College’s general email inbox.
  • Greet and direct visitors to the office.
  • Maintain smooth office operations including daily mail sorting and distribution, prepare outgoing mail for pickup; managing documentation and files.
  • Create reports, prepare presentations, type correspondence and emails.
  • Coordinate and process faculty affairs process such as Tenure and Promotion, Midpoint Review, Departmental Reviews, Department Head Searches, and annual Faculty evaluations.
  • Draft correspondence in general and relating to faculty appointment, reappointment, and promotion.
  • Assist with Human Resource processes such as hiring and separations, data gathering, ensuring compliance with HR business practices, etc.
  • Hire and supervise work-study students and student employees for Dean’s office units.
  • Prioritize and delegate administrative assignments to student employees as needed.
  • Organize venue, food, and refreshment for events.
  • Assist with facilities and space needs; Act as liaison between department and facilities personnel, providing access when repairs are needed.
  • Submit maintenance requests and follow up on the status of maintenance projects.
  • Maintain inventory of office supplies; purchasing supplies and make sure office equipment is running effectively.
  • Assist in other miscellaneous duties as requested from the Associate Dean for Finance and Administration.
  • Communicates on behalf of and/or serves as a liaison to the College departments, University employees and the Public.
  • Perform general administrative, clerical, and executive support tasks.
  • Other duties as assigned.
Required Qualifications
  • 3-5 years of related experience or an equivalent combination of education and experience
  • Ability to manage and systematize processes to ensure timely disposition while meeting multiple deadlines and responding to informational requests.
  • The incumbent must be detail-oriented, able to work under pressure, meet deadlines, prioritize tasks, and demonstrate excellent customer service and interpersonal skills to interact well with faculty, students and administration within the College of Arts and Sciences.
  • Exceptional professional judgment with significant responsibility for ensuring confidentiality of information.
  • Strong interpersonal, verbal, and written communications skills.
  • Excellent customer service skills and/or related experience.
  • Proficient with MS Office including Word, Excel, Access, PowerPoint, Adobe Pro, spreadsheet and database knowledge or similar systems, with ability to learn University-specific systems (HR systems, survey tools, calendar, and meeting scheduling).
  • This position requires the ability to switch gears depending on processing and/or project deadlines and remains flexible in order to adapt to changing priorities. Must have the ability to work independently as well as collaboratively.
  • Maintains confidentiality of all matters related to faculty, staff, and students.
Preferred Qualifications
  • Bachelor's degree
  • Familiarity with higher education/medical education, academic medicine, or related field
  • Experience with Hyperion and Banner
Physical Demands
  • Typically sitting at a desk/table
  • Lifting demands ≤ 25 lbs
Location

University City

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/

Special Instructions to the Applicant

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

Review of applicants will continue until a suitable candidate pool is identified.

#CB

Advertised:May 17 2022 Eastern Daylight Time
Applications close:Jul 16 2022 Eastern Daylight Time

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