Administrative Coordinator I - Office of the Dean

Job Overview:

The Antoinette Westphal College of Media Arts & Design seeks a qualified administrative support staff member to assist with college operations. Reporting to the Director of Administrative Services, the Administrative Coordinator I will support the Director of Administrative Services, the Director of Academic Scheduling and Services and the Associate Deans of Westphal College.


  • Bachelor’s degree plus two years of experience in a college or university administrative office or the equivalent of work and education
  • Knowledge of various computer programs including Adobe Acrobat, Microsoft Office, especially Word, Excel and Outlook. Academic data systems like Banner and/or Hyperion a plus
  • Excellent organizational skills, working knowledge of financial management and record keeping
  • A detail oriented problem-solver, who can multi-task and is committed to a high degree of customer service in pursuit of continually improving operational functions.
  •  Ability to sleuth out system and operational glitches and processing errors
  • Excellent writing and etiquette skills -- this person will interact with various members of the Drexel community and must communicate in a professional  and helpful manner
  • Experience with grant writing and research administration is a plus
  • Ability to use discretion with confidential information

Essential Functions:

  • Preparation, review and submission of purchasing card statements, check requests, travel reports and other financial documents
  • Assistance with record keeping
  • Assistance with auditing college finances and academic schedules
  • Preparation of hiring forms and documents for graduate assistants, teaching assistants, work-study personnel and student employees
  • Administration and record keeping for the college mini-grant program, student award competitions and faculty search budgets; and assistance with research administration
  • Entry of room reservation requests into the EMS Enterprise Scheduling program
  • Assistance with maintenance of the Westphal College schedule spreadsheet
  • Confirmation of room reservations and posting room schedules
  • Review of Term Master Schedules and assistance to the Director of Academic Scheduling with course balancing each term
  • Assistance in organizing and filing College Curriculum Proposals
  • Service, participation and assistance with the functions of the Westphal Organizer’s Workgroup (W.O.W.)
  • Assistance to administration team members as requested with data queries, generating reports, inputting files or data into systems and compiling information
  • Other duties as assigned