Executive Assistant II

Job Summary

The mission of the Pennsylvania Fabric Discovery Center (PA FDC) housed within Drexel’s Center for Functional Fabrics (CFF) is to advance the design and manufacturing of integrated textile systems that will transform the way we work, live, and interact with the world. The PA FDC’s vision is to help lead innovation and fuel economic expansion in advanced manufacturing of functional fabrics across the Commonwealth of Pennsylvania and more generally across the entire country. The PA FDC is a transdisciplinary center where teams from academia and industry work together to address the grand challenges of advanced manufacturing, digital fabrication, modeling, design, and rapid prototyping. This in turn will lead to the pilot production of new products that will stimulate the creation of a new industry: textiles that see, hear, emit, and transmit.

Reporting to the Director of Operations at the Pennsylvania Fabric Discover Center and Center for Functional Fabrics, the Executive Assistant II provides office management, research administration, and strategic operations support. This position performs a wide range of complex and confidential duties in a fast-paced, highly demanding environment requiring diplomacy and sensitivity. The Executive Assistant works closely with PA FDC leadership and staff as a team player, exhibiting flexibility and dependability while assisting with duties as needed. The PA FDC transdisciplinary team consists of, but is not limited to, industrial designers, material scientists, computer scientists, engineers, and sociologists. Tasks and responsibilities of this position may require occasional evening or weekend hours.

Essential Functions

Office management, oversee daily functions of the center including, but not limited to:

• Greet and direct visitors, triage inquiries, independently handling and re-directing to other staff or departments when appropriate. Use best judgment to elevate matters needing priority attention
• Coordinate all aspects of meeting and event setup including scheduling, facilities, A/V, catering, material printing, minor technical support for virtual meetings, and other duties as necessary; continuously review for conflicts and prioritize meeting and room scheduling
• Coordinate with Innovation Team Manager to address facilities requests and equipment maintenance for manufacturing space
• Manage office supply inventory and orders, oversee procurement services for center
• Help keep center clean and organized in coordination with staff, students, and building cleaning staff
• Book travel arrangements including flights, hotels, car service, detailed agendas, directions, and all necessary materials for staff
• Act as contact with IT for center technical issues
• Troubleshoot issues and follow through to conclusion
• Other duties as needed

Support Leadership Team and Perform pre- and post-award research activities:

• Work with Director of Operations to develop and implement systems supporting proposal development, financial management, and research compliance
• Coordinate proposal submissions for Center, draft and revise administrative components of the proposal, coordinate submission to sponsor with assigned Pre-Award Program Administrator
• Review proposal requirements, communicate requirements to team and ensure they are met
• Maintain proposal submission records
• Meet with leadership team regularly to discuss upcoming proposal submissions
• Work with Office of Comptroller to establish project accounts for grants and sub-awards
• Oversee effort reporting to ensure accuracy and timely submission
• Act as a liaison between CFF and Drexel Office of Sponsored Programs
• Coordinate grant closeout
• Assist with submission of progress/final reports to sponsors
• Meet with Director of Operations weekly to coordinate efforts

Hiring:

• Assist with the development of job postings, work with HR and other offices to process paperwork to post job opportunities and hire staff, undergraduate and graduate students, and coop workers, facilitate interviews
• Work with PA FDC staff to onboard new staff, students, and coop workers
• Manage and execute special projects as requested by supervisor

Required Qualifications

• Bachelor’s degree in business, business administration, office management, business operations or similar related field; or equivalent combination of experience, education, and training
• 4-7 years of previous experience, preferably in an academic environment
• Exceptional computer skills, ability to troubleshoot technical issues, advanced/ experienced user of MS Office products (Office 365)
• Strong written and oral communication skills
• Ability to interface with all organizational levels, including VIPS, management, administration, faculty, staff, students, and external partners from other organizations
• Ability to maintain composure and professionalism in a fast-paced environment
• Strong organizational skills, systems thinking, attention to detail
• Ability to prioritize multiple projects with deadlines along with daily office management
• Sound judgment and ability to deal effectively with matters of a highly sensitive and confidential nature
• Adaptable and able to work effectively in a changing environment

Preferred Qualifications

• 1-3 years of experience in providing research management services on federally funded grants or contracts in an academic research environment
• Certified Research Administrator (CRA) or working towards a certification
• Previous experience in working with Drexel systems (COEUS, InfoEd, WebFinance, Hyperion, Banner, etc.)

Physical Demands

• Typically sitting at a desk/table
• Lifting demands ≤ 25lbs

Location

University City-Philadelphia, PA

Additional Information

This position is classified as exempt with a salary grade of L. 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:Jun 6 2022 Eastern Daylight Time
Applications close:Jul 6 2022 Eastern Daylight Time