Job Summary

The position of Administrative Coordinator and Assistant to the Chair consists of support for the Department Chair with aspects related to faculty, departmental and school wide committee work, and academic affairs. While managing the Chair's schedule and communications remains a priority for the role, the department is in the execution phase of a strategic planning initiative and this position will play a meaningful coordination role in the production of materials related to the planning goals.

Essential Functions

Manage the calendar and schedule for the Department and Department Chair. This includes but is not limited to scheduling department meetings, department events, faculty retreats, internal shop talks, graduation celebrations, Chair office hours, and committee meetings.  Assist Department Chair with educational programming-related tasks including program modification form completion, course scheduling, faculty workload assessment, management of student acceptance letters, preparation of scholarship packets, and communications with applicants. This position would participate in faculty searches including scheduling interviews, tracking applicants, and taking interview notes as well as assisting with the onboarding of new faculty and adjuncts. This role would also assist in tracking faculty and committee appointments.  This position would manage an annual update of the department’s website for faculty, student, and department pages. They would also assist in the oversight of media related to HMP and its faculty (e.g., biweekly internal-facing newsletter for department faculty, staff and students). Assist department faculty with their PCards, monthly reconciliations, and traveling authorizations and related reimbursements. This position would also assist in booking travel and accommodation for faculty or grad students who are traveling on behalf of the department. Provide administrative support to fellow HMP staff as needed. Schedule department meetings including assisting with agenda preparation, note-taking, and room/ZOOM setup. Schedule and announce department seminars (internal and external speakers) including assisting with advertising, room/ZOOM setup, coordinating speaker logistics, paying honorariums, arranging travel and expense reimbursements. Coordinating the faculty annual performance review process on behalf of the chair as well as pulling student course evaluation data for all department faculty at the end of each quarter for review.  The role may be asked to assist in recruitment efforts made by the Program Directors of the Department. This could include local travel to and from college fair events, helping with preparing and mailing recruitment materials, etc. 

Required Qualifications

Minimum of HS Diploma or GED. Minimum of 2 years of experience.  Extensive knowledge of Microsoft applications (i.e., Word, Excel, Outlook, PowerPoint, Teams). Candidate must be willing to work in person and have transportation to the University City area on a regular basis.

Preferred Qualifications

Proficiency in using computer software programs including MS Office365, Adobe Pro, Canva, and Zoom. Familiarity with Drexel’s administrative systems including Blackboard, Smart Source, and Concur SAP.

Physical Demands

Typically sitting at a desk/table Typically standing, walking Lifting demands ≤ 25lbs

Location

University City - Philadelphia, PA

Additional Information
This position is classified as Non-Exempt, grade I. Compensation for this grade ranges from [$19.69 to $29.54 per hour]. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel’s compensation framework. For information about benefits, please review Drexel’s Benefits Brochure.

Special Instructions to the Applicant

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

A review of applicants will begin once a suitable candidate pool is identified.