Business Manager

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 Office of Educational Affairs (OEA) at Drexel University College of Medicine is seeking an individual with strong administrative skills to assist in the day-to-day business support of the Department. The Business Manager reports directly to the Director of Administrative Services and supports the Division of Medical Education as well as provides administrative and financial support for all 13 Divisions within OEA. This position will assist the Director with financial reporting and financial transactions and coordinate HR and payroll functions for faculty, staff, and student employees.

In addition to managing the various administrative support functions for the Office, the Business Manager will lead various projects including Translational Research elective course, and Global Health scholarship program.

Essential Functions

Financial Management:

• Prepare paperwork for accounting for financial transactions including but not limited to journal entries, budget transfers, check deposits, invoices, budget addendums, contract protocol review, petty cash, check requests, funding transfers, payroll corrections, effort certifications, and labor redistributions
• Review and reconcile departmental purchasing card activities at the end of each monthly cycle in accordance with the University policies and procedures including ensuring allowable charges, correct accounting codes, appropriate justifications, and proper receipts. Submit monthly statements for department
• Assist faculty and staff with purchases using Smart Source and purchasing card. Submit service contracts, IC agreements, and multi-year contract renewals
• Responsible for oversight of department office supply budget. Assist with regular activities of the department including ordering office supplies and hospitality (coffee, water service).
• Track travel expenditures for department faculty and directors, assist with conference registration, travel arrangements and reimbursements

Personnel Management:

• Prepare paperwork to manage personnel changes for faculty, staff, adjuncts, temp, and student workers including but not limited to Personnel Action Forms (PAF), Labor Redistributions, and Authorizations to Hire (ATH)
• Coordinate HR function for adjunct faculty, maintain adjunct assignment rosters, draft adjunct appointment contracts, prepare hiring forms. Monitor hiring status and reconcile salary expenditures to ensure accurate and timely payments
• Assist with recruitment and hiring process ensuring compliance with HR practices

Other:

• Handle maintenance of listservs and public website
• Draft correspondences relating to annual merit increases, and other university notifications
• Assist Director with special projects as needed

Required Qualifications

• 3 years of related administrative experience
• Excellent communication and interpersonal skills for interaction with students, staff, faculty, and administrators
• Strong organizational and problem-solving skills
• Must have the ability to work autonomously.
• Detail-oriented, able to work under pressure, meet deadlines, and demonstrate excellent customer service and interpersonal skills to interact well with faculty, staff, and students
• Proficient with MS Office including Word, Excel, PowerPoint, Adobe Pro, with ability to learn University-specific systems.
• Must be flexible and able to adapt to changing priorities
• Must maintain confidentiality of all matters related to faculty, staff, and students

Preferred Qualifications

• Bachelor's Degree is preferred
• Familiarity with higher education/medical education, academic medicine, or related field
• Familiarity with/ability to learn enterprise software systems including Hyperion, Banner, Smart source

Physical Demands

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

Location

Queen Lane Campus – Philadelphia, PA

Additional Information

This position is classified as Exempt with a salary grade of K. 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 begin once a suitable candidate pool is identified.

Advertised:Jan 27 2022 Eastern Standard Time
Applications close:Mar 31 2022 Eastern Daylight Time