Job Abstract

Job Summary

The A.J. Drexel Autism Institute is seeking a seeking a full-time Administrator Coordinator I located in our reception area. This position will interact daily with research participants, visitors, and professional staff. The following qualities and characteristics are required: reliability, professional and calm presence, innate friendly disposition, extremely organized, high level of intelligence and common sense, confidence.

This position also provides direct support to the Director of the A.J. Drexel Autism Institute (AJDAI) and will provide general administrative support to the directors/leaders of the following cores and program areas: Clinical Core, Early Detection and Intervention(EDI) research program, Outreach Core, Modifiable Risk Factors (MRF) research program, Life Course Outcomes (LCO) research program, Policy, Analytics, and Community (PAC) research program, and the Financial, Administrative Services Team (FAST) Core.

At the AJ Drexel Autism Institute, we are a team that pioneers research to better understand autism and drive impactful change in our communities and worldwide. To make impactful change we must first start within our organization, and we continue to work hard to create a work environment where our employees’ voices are heard and respected. We are seeking individuals who desire to be a part of an innovative work environment alongside employees who demonstrate compassion, respect, and integrity. The ideal candidate will have similar core values to ours and will help to support the overall mission and vision of the organization.

Essential Functions

• Support for the Institute Director
  • Manage the Director's calendar, including scheduling meetings with AJDAI and Drexel staff (e.g., 1:1 meetings) and external stakeholders.
  • Handle travel arrangements, including scheduling and reconciling travel requests and purchase card receipts.
  • Respond to meeting requests and doodle polls on behalf of the Director.
  • Assist with submitting letters of recommendation for graduate students.
  • Take notes and record meeting minutes.
  • Perform other duties as assigned.
• Coordination of General Autism Institute Activities
  • Coordinate and attend AJDAI-wide meetings and events, such as staff meetings, quarterly Leadership Council meetings, annual Dean's Advisory Group meetings, and guest speaker events. Take actionable notes and manages follow-up tasks.
  • Work closely with the Assistant Director of Business Affairs to meet various deadlines
  • Reserve meeting spaces, order catering when necessary, and send announcements and updates. Book spaces with the Events Services department.
  • Set up Zoom for remote and hybrid meetings.
  • Manage incoming records requests, including receiving, sorting, and following up.
  • Perform front desk reception duties, including answering phones, managing room bookings, handling parking arrangements, ordering, and monitoring kitchen supplies, adding/removing staff, and managing UPS/Mail sorting and distribution.
  • Submit maintenance requests to the building management.
  • Perform other duties as assigned.
• Support for FAST and Outreach Core Directors:
  • Manage the calendars for FAST and Outreach core directors.
  • Set up and coordinate individual and group meetings for internal and external stakeholders.
  • Arrange travel for Core Directors, including booking travel, submitting travel requests via the Concur system, and handling receipts. Reserve conference spaces and arrange speaking engagements as needed.
  • Coordinate visits for speakers and job candidates, including arranging flights, hotel accommodations, and meeting details.
  • Perform other duties as assigned.
• Other duties as assigned.

Required Qualifications

• Bachelor’s Degree or the equivalent combination of education and work experience.
  • Please review the Equivalency Chart for additional information.
• 1-2 years of experience
• Excellent writing and proofreading skills
• Proficient with Microsoft Office
• Attention to detail and ability to prioritize and effectively manage multiple tasks and projects
• Independently motivated with the ability to take on tasks and duties without immediate direction
• Takes initiative and anticipates needs for support
• Strong communication skills

Physical Requirements

• Typically sitting at a desk/table
• Typically standing, walking

Location

• University City – Philadelphia, PA

Additional Information

This position is classified as non-exempt, grade H. Compensation for this grade ranges from $17.14 - $25.71. 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.

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