Administrative Assistant

Job no: 501025
Work type: Full-Time
Location: Center City - Philadelphia, PA
Categories: Drexel University, College of Nursing and Health Professions

Job Summary

Under the direction of the Administrative Coordinator III, performs a wide variety of multifaceted confidential administrative duties. Performs duties that require initiative, tact, and independent judgment, as well as strong interpersonal and organizational skills. Responsible for entering information in databases. Performs ordering of food and a variety of supplies for the program and maintains accurate fiscal records. Performs administrative duties such as copying, filing, word processing. Responsible for security of technological equipment. Assists with editing and maintenance of the Departmental websites and listserv. Creates and distributes monthly newsletter, working with staff for content. Assists with Social Media as needed. Responsible for photography, videography and image management. Has interaction with officials both of the University and the School District of Philadelphia. Knowledge of Microsoft applications necessary, and Adobe creative suite preferred. Experience in photo editing preferred, knowledge of video editing a plus. Must undergo PA criminal background check, child abuse and FBI clearance.

Essential Functions

• Assists and supports the Program Director and Administrative Coordinator by carrying out administrative assignments as required.
• Maintains office supply inventory as instructed. Assists in the ordering and inventory of supplies for nutrition education lessons including food, paper products, handouts and educational materials. Maintains electronic food ordering system database for nutrition education lessons. Corresponds with vendors for program ordering as needed.
• Enters STARtracks documentation into web-based, STARtracks system for use in program reporting. Responsible for checking and reporting of data-entered information. Collaborates with Penn State partners to troubleshoot and improve STARtracks reporting.
• Works with facilities management for all necessary housekeeping and repair issues. Under the direction of the Admin. Coordinator, maintains technological equipment, and assists staff with related issues as needed. Responsible for the maintenance of copier, copier supplies, fax machine, and laser printers.
• Communicates in both written and verbal correspondence to all staff as needed. Composes memos, notes, letters, worksheets, presentations or other materials independently or from a rough draft. Edits and distributes correspondence according to established guidelines. Reviews and proofs documents, records and forms for accuracy and completeness. Types agendas, takes minutes of meetings, prepares and distributes copies of minutes as needed. Records actions on sensitive material.
• Answers telephone calls, takes messages, provides information and answers questions where judgment, knowledge or interpretation of policies and procedures are necessary. Exercises discretion. Distributes departmental mail and packages. Completes interdepartmental errands. Manages bulletin board postings, including departmental schedules. Identifies and refers matters of a high priority to the PD or appropriate staff member.
• Provides assistance on the editing and maintenance of the departmental webpage and listserv. Creates and distributes the monthly newsletter with content provided by staff. Assists with photography and videography needs of the department. Assists in creating video production for programming needs. Creates designs and/or graphics for educator use.
• Assists with Social Media by creating posts and posting for Administrative Coordinator II as instructed. Uses good judgment in reviewing posts before posting and seeks advise from supervisors as needed. 9) Perform additional duties as assigned.

Required Qualifications

• Associates Degree or Equivalent
• 1-2 years of experience

Physical Demands

• Typically sitting at a desk/table
• Lifting demands > 50lbs

Location

Center City, Philadelphia, PA

Additional Information

This position is classified as Non-Exempt with a salary grade of G. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Please review the Benefits Brochure for some information on our benefits offerings.

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.