Administrative Coordinator for The Ubuntu Center

About Drexel

Drexel is one of Philadelphia's top 10 private employers, a comprehensive global research university and a major engine for economic development in the region. With over 24,000 students, Drexel is one of America's 15 largest private universities. Drexel has committed to being the nation’s most civically engaged university, with community partnerships integrated into every aspect of service and academics.

Job Summary

The Drexel University Dornsife School of Public Health invites applicants for the position of Administrative Coordinator of the new Ubuntu Center on Racism, Global Movements, and Population Health Equity. The mission of the Ubuntu Center is to unite diverse partners to generate and translate evidence, accelerate antiracism solutions, and transform the health of communities locally, nationally, and globally. The Center has four primary focus areas which include: 1) advancing transdisciplinary, antiracism population health research, training, and scholarship; 2) bridging relationships to build critical consciousness and power for health equity and racial justice; 3) expanding collective action for population health equity aligned with principles and practices of community organizing and social movements; and 4) strengthening capacity and sustainability to maximize our impact.

The Administrative Coordinator will work closely with the Deputy Director to ensure smooth operations of The Center. This position will provide administrative support to The Center by performing a wide variety of administrative, secretarial, and program support activities for students, staff, and faculty.

Essential Functions

Office Logistics
• Serve as the primary point of contact to visitors to the administrative offices, including answering / redirecting phone calls and voicemail.
• Keep inventory, anticipate purchasing needs, handle purchasing, and place all office supply orders via SmartSource and store all supplies such as printer ink, stationery, kitchen supplies, etc.
• Coordinate laptop loans for student workers and others as approved.
• Coordinate the timely completion of facilities maintenance and housekeeping requests.
• Maintain key box – keep box organized and secure. Monthly auditing to ensure we have at least one key per room, especially after new hires, loaning keys and space changes.
• Schedule conference rooms for meetings and rooms/locations for events
• Take minutes at meetings, edits minutes, and distribute/post minutes for Strategic Council and ad hoc work group meetings
• Collect and sort incoming and outgoing mail and deliveries, scan documents
• Support the Deputy Director with day-to-day operations of the center, transaction allocating reporting, travel reimbursements, human resources processing and filing, etc.

Financial & Academic Support
• Assist the Deputy Director with financial transactions, including reconciling Pcards, updating financial information, processing reimbursements
• Assist Deputy Director with hiring students or compensating human subjects, when necessary
• Compile receipts for monthly Pcard online reconciliations via JP Morgan & transaction allocations incurred from all purchases made with Director’s Pcard.

Coordinate the Director’s Calendar
• Schedule and coordinate meetings while maintaining Outlook calendar
• Make travel arrangements and manage reimbursements
• Manage the registration process for conferences, speaking engagements, and membership renewals for the Director.

Event Planning and Special Projects
• Schedule meetings and events using Outlook and put on attendees’ calendars
• Ensure that there are no conflicts with teaching/class schedules and events
• Work with the Deputy Director to develop event budgets, and ensure events stay within budget parameters
• Coordinate AV support and communication with vendors
• Create flyers and submit to the school's marketing team to display on monitors and include in other publications
• Create catering orders while adhering to budgetary and dietary restrictions
• Email invitations and monitor RSVPs to ensure the sufficient refreshments, seating, handouts, etc.
• Manage events logistics on site, ensuring table/chair set up, audiovisual set up, food delivery and set up, recording, and overseeing breakdown/cleanup of events
• Set up zoom links, webinars or conference calls
• Coordinate with guest speakers to ensure travel arrangements
• Ensure honorarium documentation are confirmed
• Apply for university approval if alcohol will be served, if minors will be present, or if there are health and safety restrictions
• Take informal photos at events, or arrange for university photographer, and upload photos to website
• Prepare sign in sheets, tent cards, certificates, agendas/itineraries, name badges, handouts, etc.
• Ensure sufficient staffing for set-ups, clean-up and security

Required Qualifications

• A bachelor's Degree is required.
• 2 years of relevant experience is required.
• Familiarity in topics related to health equity/antiracism/racial justice.
• Excellent verbal, written and interpersonal skills essential.
• Ability to handle high volume of complex assignments while maintaining control and appropriate attention to program and budgetary details and deadlines.
• Demonstrated ability to work successfully in diverse teams
• Excellent administrative skills required and the ability to prioritize assignments.
• Can work independently and has demonstrated complex problem-solving ability
• Proficient in MS Office Suite.

Preferred Qualifications

• Innovation/Creativity: Willingness to share experience and insights with Director, Deputy Director, and other team members as we acknowledge that all of our knowledge is valuable.
• Collaboration: Willingness and ability to work in partnership with the Director and Deputy Director

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.

Advertised:Oct 7 2021 Eastern Daylight Time
Applications close:Nov 8 2021 Eastern Standard Time