Administrative Assistant

Job Details

The College of Architecture and the Built Environment’s (CABE) is seeking an Administrative Assistant. The Academic Administrative Assistant supports department chairs and program directors within the college. Duties include tracking, prioritizing, organizing, and completing multiple ongoing tasks and projects. This position requires discretion, initiative, and the ability to communicate effectively while providing coordination and management of departmental projects and tasks. The admin is familiar with the curricula of the programs taught in the two departments, various student databases and digital filing systems. Reports to MAO and Department Chairs.

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Program Support: Manages calendars and travel for Department Chairs, coordinates student services, admissions, and graduation processes, maintain alumni communication, coordinate departmental filing and reporting, and assist in faculty searches and website updates.
• College & Student Engagement: Organize student communications such as email blasts, newsletters, events, open houses, and onboarding activities while supporting departmental outreach initiatives.

• Budget & Financial Management: Monitor expenses, assistant with reconciling department credit cards, submit expense reports, and purchase supplies for fabrication lab, photo lab, and programs.

• Accreditation & Compliance: Maintain accreditation archives, coordinate accreditation visits, and provide administrative support for accreditation-related activities.

• Committee & Meeting Support: Assist with departmental committees by preparing agendas, taking minutes, and coordinating logistics.

• Facilities & Operations Management: Coordinates building operations, manage maintenance requests, ensure printing supplies are stocked, and assist with end-of-semester clean-up.

• Supervision of Student Workers: Assign tasks and coordinate student employees assisting within departments.

• Additional Responsibilities: Additional responsibilities may be requested by Dean, MAO, Department Chairs and Program Directors

• Interacts with students, co-workers, visitors, and other individuals consistent with the values of Jefferson.

Competencies (Knowledge, Skills, and Abilities Required):

This position requires strong organizational, communication, and problem-solving skills to support the College of Architecture and the Built Environment (CABE).

Minimum Education and Experience Requirements:

Education:

• High School Diploma required, Associates Degree or higher preferred

AND

Experience:

• 2-3 years in an academic office setting preferred

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Philadelphia University

Primary Location Address

3243 School House Lane, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research.