Department Administrator, English & Philosophy

Drexel University•Philadelphia, PA

8d•$60,240 - $90,350•Onsite

About The Position

College of Arts and Sciences (CoAS), Department of English & Philosophy, is seeking an organized, analytical, courteous, and proactive Department Administrator who is skilled in managing multiple tasks independently while delivering superior customer service to join our team of faculty and staff. Under the direction of the Department Head, the successful candidate will be responsible for planning and administering the academic, operational, and financial activities within the Department and will be committed to providing attentive support to all faculty, staff, and students, ensuring consistent, efficient operations. The Department Administrator will manage all day-to-day purchasing, hiring, and business processes of the ongoing teaching, research, and scholarship activities within the Department while maintaining compliance with relevant College, university, and government policies. This key role will liaise directly with the Dean’s Office and will help analyze office processes and policies, develop creative solutions to problems, answer operational questions, and take part in decision-making that supports increased efficiencies for the Department and College.

Requirements

Minimum of a Bachelor's Degree or the equivalent combination of education and work experience.
Minimum of 5 years of experience directly related to higher education, budget management, and/or customer service.
Strong interpersonal skills and collegiality.
Ability to work independently and as part of a team.
Excellent computer skills including proficiency in Microsoft Office Suite (high proficiency with Excel).
Exceptional analytical skills and ability to oversee highly confidential information.
Strong communication skills both written and verbal.
Strong customer services skills.
Excellent attention to detail and multi-tasking skills.
Demonstrated commitment to follow-through of assigned tasks and projects.
Ability to utilize critical thinking skills and judgment in problem-solving and decision-making, or escalating issues as needed.

Responsibilities

Ensure that all relevant departmental cost-centers (i.e., unrestricted, restricted, designated, gift), personnel and operating expenses are appropriate, in compliance, and within budget
Support departmental leadership on departmental spending, financial objectives, and compliance
Oversee all purchasing for the department as well as monthly reconciliation of purchasing card statements
Independently manage and document all financial transactions. Complete labor redistributions, journal entries, and other expenses-related tasks as needed.
Provide guidance and support to departmental employees on best practices for purchasing, reimbursement and awards/prize distribution, when relevant
Prepare annual budget reports, business activity reports, and expense tracking reports
Serve as primary budget/administrative contact for the Office of the Dean (CoAS)
Under the supervision of the Department Head, liaise with various offices (e.g., Procurement, Office of General Counsel, Human Resources, Comptroller’s Office, Tax Office, Payroll Office, Work Study Office, Drexel Central, Scheduling Team, Graduate Support Team, ISSS, Facilities, Institutional Advancement, University programs and schools, College Grant Administrators, etc.)
Process all departmental hiring paperwork for adjuncts, faculty, staff, students, temporary employees, visitors/guests (including tuition remission and summer salary, if relevant)
Support the recruitment and onboarding processes for all employees associated with the department
Ensure compliance with all Human Resources hiring policies
Certify personnel labor is charged to the appropriate funding source
Approve time sheets for employees, if/as needed (e.g. monthly employees and biweekly employees, etc.)
Establish an active network of professional contacts to support the execution of departmental business operations
Help create and maintain a database of all departmental contracts and track faculty teaching loads in collaboration with CoAS
Supervise support staff within the department; conduct staff meetings, if relevant
Execute all day-to-day business processes, developing and implementing procedures in compliance with university policy, federal regulations, and contractual requirements
Manage and/or provide oversight of departmental space, where pertinent, which includes but is not limited to stocking departmental space with business and academic supplies, submitting work orders, overseeing phone lines and office equipment, and attending to space requests
Oversee and support routine departmental events which includes but is not limited to advertising, reserving space, arranging meetings, booking travel, and ordering food
Maintain departmental physical and digital records in compliance with the University’s record retention policy
Support faculty life-cycle processes, including the Promotion & Tenure Process of tenure track and teaching faculty
Assist with reports, if necessary
Provide direction and advice to all employees, students, and vendors with business and academic operational questions Resolve problems with the highest level of customer service
Oversee select department-specific academic processes such as curriculum updates in Courseleaf and language placement exams
Liaise and coordinate with the College scheduling team so that the team can ensure proper instructional assignments, course offerings, classroom spaces, etc.
Other duties as assigned