Administrative Coordinator I

About Drexel University

Located in the heart of Philadelphia, Drexel University is a world‐class, comprehensive, R1 research institution and a global leader in experiential education. For more than 100 years, our renowned Cooperative Education (co-op) program has enabled students to gain professional work experience before they graduate, setting them apart from their peers.

Committed to becoming the nation's most civically engaged university, Drexel supports engagement along three dimensions: research and academic programs that directly benefit communities, business practices that support equitable local and regional economic development, and public service by students, faculty, and staff. Our engagement is long‐term, multigenerational, and fundamental to the University's mission, heritage, and future.

At Drexel, we are devoted to fostering an inclusive and welcoming environment that promotes healthy lifestyles and is based on integrity, trust, and respect. We center equity, inclusion and belonging, and incorporate an anti‐racism approach to our strategic plan, organizational systems, policies and structures.

Drexel offers its highly engaged faculty and professional staff a comprehensive and world‐class benefits package that includes generous vacation and paid time off as applicable (including civic engagement days), up to an 11% 403(b) Retirement Plan match with immediate vesting, and remote and flexible work options for many roles. Our exceptional medical plans include domestic partner and fertility assistance and our award‐winning A Healthier U wellness program. In addition, faculty and professional staff at Drexel enjoy free tuition for themselves and their dependents for Drexel degree programs, certification, and non‐certification programs. And as part of the tuition offering to employees, Drexel participates in a tuition exchange program for dependents with other higher education institutions. These are just a sample of our extensive benefit offerings. Please see this Benefits Brochure for more information.

Administrative Coordinator I

Apply now Job no: 503483

Work type: Full-Time

Location: University City

• Philadelphia, PA

Categories: Drexel University, A.J. Drexel Autism Institute

Job Summary

The A.J. Drexel Autism Institute is seeking a full-time Administrative Coordinator who will be in our reception area and interact daily with research participants, visitors, and professional staff. This position also provides direct support to the Director of the A.J. Drexel Autism Institute (AJDAI) and offers general administrative support to the directors and leaders of various cores and research program areas.

We are searching for an individual who desires to be part of an organization whose mission is to pioneer research to better understand autism and drive impactful change in our communities and worldwide. The following qualities and characteristics are required: reliability, professional and calm presence, innate friendly disposition, excellent communication and organizational skills, common sense, and confidence. The ideal candidate will share our core values (Respect, Inclusion, Innovation, Integrity, Collaboration, and Compassion) and help support the overall vision of AJDAI, which encompasses a more inclusive world where all people can participate and flourish.

We welcome individuals from traditionally underrecognized backgrounds, minoritized groups, and with different abilities to apply. People who have an interest in promoting and supporting diversity, equity, inclusion, and belonging in the workplace and/or in their communities are encouraged to submit their applications. The successful candidate will have an opportunity to grow into this role and be a member of a dynamic and inclusive team.

Essential Functions

• Support for the Institute Director

• Manage the Director's calendar, including scheduling meetings with AJDAI and Drexel staff (e.g., 1:1 meetings) and external stakeholders.

• Handle travel arrangements, including scheduling and reconciling travel requests and purchase card receipts.

• Respond to meeting requests and doodle polls on behalf of the Director.

• Assist with submitting letters of recommendation for graduate students.

• Take notes and record meeting minutes.

• Perform other duties as assigned.

• Coordination of General Autism Institute Activities

• Coordinate and attend AJDAI-wide meetings and events, such as staff meetings, quarterly Leadership Council meetings, annual Dean's Advisory Group meetings, and guest speaker events. Take actionable notes and manages follow-up tasks.

• Work closely with the Assistant Director of Business Affairs to meet various deadlines

• Reserve meeting spaces, order catering when necessary, and send announcements and updates. Book spaces with the Events Services department.

• Set up Zoom for remote and hybrid meetings.

• Manage incoming records requests, including receiving, sorting, and following up.

• Perform front desk reception duties, including answering phones, managing room bookings, handling parking arrangements, ordering, and monitoring kitchen supplies, adding/removing staff, and managing UPS/Mail sorting and distribution.

• Submit maintenance requests to the building management.

• Perform other duties as assigned.

• Support for FAST and Outreach Core Directors:

• Manage the calendars for FAST and Outreach core directors.

• Set up and coordinate individual and group meetings for internal and external stakeholders.

• Arrange travel for Core Directors, including booking travel, submitting travel requests via the Concur system, and handling receipts. Reserve conference spaces and arrange speaking engagements as needed.

• Coordinate visits for speakers and job candidates, including arranging flights, hotel accommodations, and meeting details.

• Perform other duties as assigned.

• Other duties as assigned.

Required Qualifications

• Bachelor's Degree or the equivalent combination of education and work experience.

• Please review the Equivalency Chart for additional information.

• 1-2 years of experience

• Excellent writing and proofreading skills

• Proficient with Microsoft Office

• Attention to detail and ability to prioritize and effectively manage multiple tasks and projects

• Independently motivated with the ability to take on tasks and duties without immediate direction

• Takes initiative and anticipates needs for support

• Strong communication skills

Physical Requirements

• Typically sitting at a desk/table

• Typically standing, walking

Location

• University City

• Philadelphia, PA

Additional Information

This position is classified as non-exempt, grade H. Compensation for this grade ranges from $17.14 - $25.71. 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.

We encourage you to explore Drexel's Professional Staff salary structure and Compensation Guidelines & Policies for more details on our compensation framework.

You can also find valuable information about our benefits in the 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.

Advertised: Jul 3 2024 Eastern Daylight Time

Applications close: Aug 3 2024 Eastern Daylight Time