Administrative Coordinator

Job Summary

The Department of Epidemiology and Biostatistics at the Dornsife School of Public Health, Drexel University invites applications for an Administrative Coordinator. This position will assist with department operations including budgeting, purchasing, human resources, program management, bi-weekly payroll, and supporting pre- and post- award for externally funded projects linked to the department, help coordinate specific aspects of the graduate programs, and be responsible for administrative and financial aspects of the Biostatistics Scientific Collaboration Center.

Essential Functions

• Assist with federal and non-federal research proposal development, including budget development through to application submission for department investigators and act as liaison with external institutions during proposal development.
• Assist with staffing the department, including preparation of Professional Staff job descriptions for routing and approval through PageUp, and preparation of hiring documents for Graduate Fellows, Bi-Weekly Employees, and Non-Employee Associates.
• Coordinate the onboarding process for Visiting Scholars, International Students, and Employees with International Students and Scholars Services (ISSS).
• Assist with award set-up including the initiation and processing of sub-award documentation, assist with Just-In-Time requests from sponsors, work with Research Accounting Services (RAS) to properly load budgets. Review new award set-up documentation for terms and conditions, award restrictions or sponsor requirements for the fiscal and administrative management of awards.
• Assist with Award Management by performing monthly reconciliations in accordance with established standard operating procedures to effectively monitor each award’s financial activities. Prepares financial and labor documents. Tracks subaward invoice processing, and sponsor payments/accounts receivable. Assists with quarterly effort reports including tracking completion of certifications. Assist with report preparation and submission to sponsors. Prepares documents for Award Closeout and tracks for completion.

Provide administrative support for the Biostatistics Scientific Collaboration Center (BSC) including the following tasks:

• Manage requests and billing for the BSC.
• Work with Director to develop and implement a new tracking system for the BSC, which allows for better distribution of tasks and better tracking of hours/billing.
• Organizing, managing and collecting data about the BSC utilization.
• Prepare work orders, check requests, purchase requisitions through SmartSource for the BSC.
• Manage PCard purchases necessary for BSC operations.
• Clerical activities such as mailings, typing, photocopying, completing forms as they pertain to the BSC.
• Assisting with travel arrangements, both local and national, including scheduling, purchasing tickets, managing itineraries, and submitting and tracking reimbursements necessary for BSC operations.
• Manage calendar and schedule appointments for Director.

Provide administrative support for the graduate programs including the following tasks:

• Assist the Program Directors in the coordination of program outreach, intake, evaluation, and orientation processes.
• Assist in the development of program materials and forms specific to program operations and student data tracking.
• Collaborate with Dornsife Office of Academic Affairs and central university offices, serving as a liaison between the department and these collaborators.
• Assist the department chair in strategic planning as it relates to academic programming and provide support for identifying and hiring adjuncts and Teaching Assistants.
• Assist program directors with doctoral student funding assignments in collaboration with the Sr. Business Administrator.

Other Requirements:

• Excellent understanding of accounting and budgeting concepts and ability to apply those principles.
• Strong organizational, administrative, file management, time management and critical thinking skills while maintaining careful attention to detail. Ability to organize, prioritize workload and meet deadlines in a multi‐task, multi‐faceted work environment.
• Highly proficient with Microsoft Office Suite, advanced knowledge of Excel and proficient with other web-based programs and tools.
• Complete tasks in a consistent, reliable, and repeatable manner.
• Willingness and interest to assume increasing responsibilities, networking, leadership and training opportunities.
• Results-oriented with a positive attitude and excellent listening skills. Must be comfortable with maintaining a high degree of confidentiality and integrity when handling sensitive information.
• Excellent communication skills‐both oral and written‐to elicit and communicate information, to analyze data, and to prepare/present clear, informative, and concise materials.
• Excellent customer service skills and a strong service-oriented attitude. The ability to interact and work effectively with a broad range of people, including but not limited to, Deans, Faculty, Staff, Students, University Leaders, and any additional key points of contact.

Required Qualifications

• Bachelor’s Degree, an equivalent combination of education and experience may be considered.
• At least 1 year of directly related experience is required

Preferred Qualification

• Prior grant experience in Higher Education with Federal and Non-Federal funding sources (NIH, NSF, Foundations, other Federal or Non-Federal Sponsors).
• Experience using systems such as Banner, COEUS Lite, InfoEd, JPMorgan PaymentNET, SmartSource (SciQuest), PageUp, Hyperion Reporting.

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/

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.

Advertised:Dec 22 2021 Eastern Standard Time
Applications close:Jun 20 2022 Eastern Daylight Time