Job Description

Job Summary

The Departments of Chemistry and Physics in the College of Arts and Sciences are seeking an individual with strong administrative and personnel skills to assist in the administrative management of our academic Departments. The Administrative Coordinator works with the Departmental Administrators and Department Heads of the Departments of Chemistry and Physics. Day-to-day duties will be divided between the two departments. Under the direction of and in collaboration with the Department Administrator(s) and Department Heads, oversight and evaluation of this position will be the responsibility of the Chemistry & Physics Department Heads. The Administrative Coordinator should have exceptional communication and problem-solving skills handling office duties and optimizing office operations. We seek an experienced and professional individual who is highly organized, can work independently, is a good problem solver, and has strong verbal and written communication skills.

This is an in-person position working on-campus.

Essential Functions

• Manage the physical office space and daily physical operations of the Department(s), including mail sorting and distribution, shipping and receiving packages, managing offices keys and/or space access; processing work orders; managing telecommunications needs; ordering supplies; resolving issues with office equipment; ensuring space is cleaned and trash is picked up regularly; acting as a liaison with Facilities and Environmental Health & Safety
• Act as first point of contract for departmental guests, greeting and directing visitors with a pleasant and collegial attitude
• Manage and coordinate the departmental calendars and oversee any departmental schedules such as faculty office hours, student help sessions, and departmental meetings and events
• Manage the departmental general email inboxes and provide support for any departmental listservs
• Support the management of physical and digital files; maintain compliance with university record retention policies
• Answer and direct telephone calls
• Manage ordering and scheduled deliveries for select external Chemistry and Physics vendors; Communicate with account representatives on pricing, backorders, delivery issues and tax-exempt status requirements
• Provide logistical support for departmental events in coordination with other departmental staff
• Organize travel arrangements for faculty and departmental guests
• Ensure faculty books orders are submitted
• Collect and organize syllabi for all courses offered by the Departments
• Compose, type, and distribute meeting notes, routine correspondence, and reports
• Perform general administrative, clerical, and executive support tasks
• Provide support to departmental faculty and committees, staff, students, and guests
• Assist in miscellaneous duties as requested by the Department Administrators and/or Department Head in Chemistry or Physics
• Other duties as assigned

Required Qualifications

• Minimum of a HS Diploma or GED and 3 years of administrative experience.
• Strong interpersonal, verbal, and written communications skills.
• Excellent customer service skills.
• Proficient with MS Office Suite including Word, Excel, and Outlook.
• Ability to switch gears depending on processing and/or project deadlines, and remain flexible/adapt to changing priorities.
• Ability to work independently and collaboratively.
• Ability to work occasional evenings to support events.

Preferred Qualifications

• Associate's degree
• Familiarity with higher education in the sciences
• Experience with Banner

Physical Demands

• Typically sitting at a desk/table
• Typically standing, walking
• Typically bending, crouching, stooping
• Lifting demands ≤ 25lbs

Location

• University City - Philadelphia, PA

Additional Information

This position is classified as Non-Exempt, grade H. Compensation for this grade ranges from $18.89 - $28.33 per hour. Please note that the offered rate for this position will 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.