Department Administrator, Department of Digital Media

Department Administrator, Department of Digital Media

Apply now Job no: 502801
Work type: Full-Time
Location: University City - Philadelphia, PA
Categories: Drexel University, Westphal College of Media Arts & Design

Job Summary

This position serves as the primary manager for the Department of Digital Media. The administrator handles personnel paperwork, monitors spending, supervises student and other office staff, and overseas related projects. The administrator manages issues of compliance and reviews financial accounting for key programs. The position interacts on a consistent basis with the department head, academic program directors, college and university administrators and faculty, staff and students, and an additional department administrator of related programs.

Essential Functions

Budget Management

• Oversee accurate financial records including invoice payments, purchase orders, procurement card reports and travel forms, and quarterly budget reports.
• Monitor program accounts for budgeting, spending and accurate reconciliation online via Web Finance.
• Complete various budget requests including those for adjunct and summer teaching.
• Assist faculty in completing monthly purchasing card reconciliations and transaction reports.
• Procure supplies and materials for programs and department through Smart Source and appropriate channels.
• Complete budget transfers, funding transfers, supplemental pay and grant compensation.
• Provide support for the financial management of research projects.
• Assist faculty in completing budgetary information in COEUS research applications.

Personnel Management

• Maintain rapport with supervisors, faculty, staff and students by resolving problem situations.
• Manage departmental processes, develop relationships, strategize improvements, support innovation.
• Manage and maintain personnel records for key program faculty and staff including annual Appropriate Credit Equivalency Reporting and promotion dates.
• Manage adjunct hiring process for adjuncts, student employees, temporary employees, and summer faculty.
• Develop administrative staff and work study students by providing information, educational opportunities and coaching.
• Manage payments to independent contractors, and grant managers.
• Manage PhD offer letters and contracts.

Department Scheduling

• Support program directors in completing quarterly galleys and annual course load projections.
• Work closely with Program Directors and Registrar’s Office to meet various deadlines each term for exam scheduling, section balancing, course changes, course additions.
• Work with faculty to complete new curriculum and course forms for approval.

Department Duties

• Maintain administrative workflow by studying methods, implementing cost reduction, and developing reporting procedures.
• Provide ongoing customer service to all faculty, staff and students.
• Resolve administrative problems by analyzing information, identifying and documenting solution.
• Maintain and develop working relationships with university departments including other academic major programs, Registrar’s office, HR, Research, Admissions (EMSS), Financial Aid, Graduate Studies office, Provost’s office, Procurement, Facilities, Event Services, college scheduler and the College’s Dean’s and Academic Advising offices.
• Assist in department projects on a regular basis.
• Prepare for and attend weekly staff meetings with Department Head.
• Attend University and College wide meetings and events.
• Maintain a positive learning environment.
• Coordinate maintenance of key program facilities.
• Coordinate alumni information with Program Directors.

Required Qualifications

• Minimum of a Bachelor's degree and 3 years of experience working in an administrative/clerical role or Equivalent .
• Basic accounting skills and ability to maintain accounting records.
• Strong relationship management and communication (written and oral) skills.
• Ability to manage and track multiple tasks and projects efficiently.
• Strong organization and multi-tasking and use of basic and specialized computer applications.
• Experience with Microsoft Office Suite, especially Word and Excel.
• Ability to work under minimum supervision/independently.

Preferred Qualifications

• Bachelor’s degree in business or related field.
• 5 years of experience working in higher education and/or research administration.
• Experience using Banner, Hyperion and similar academic databases.

Location

University City, Philadelphia PA

Additional Information

This position is classified as Exempt, grade K. Compensation for this grade ranges from $54,630 – $81,940 per year. 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.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised: Mar 20 2024 Eastern Daylight Time
Applications close: Apr 20 2024 Eastern Daylight Time

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