Department Administrator, Global Studies and Modern Languages

Drexel University; Philadelphia (Philadelphia County); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Tuition remission for employees and/or

Remote and flexible work options

Excellent benefits package

Job summary

Drexel University in Philadelphia's University City campus seeks a detail-oriented Department Administrator for Global Studies and Modern Languages. You will manage daily operations, budgeting, purchasing, hiring, and compliance to support faculty and students.

Under the Department Head's supervision, you will collaborate with multiple offices to ensure efficient processes, accurate reporting, and timely decision-making that strengthens academic and administrative services across the department.

Qualifications

• Bachelor's degree or equivalent required.
• Minimum of 5 years in higher education, budget management, or customer service.
• Strong computer skills including Excel.
• Excellent analytical abilities and ability to handle confidential information.
• Strong written and verbal communication.

Responsibilities

• Oversee departmental financial activities and budget compliance.
• Manage purchasing and monthly card reconciliation.
• Process hiring paperwork for adjuncts, faculty, staff, students, and temporary employees.
• Prepare budget reports and expense tracking.
• Coordinate with multiple offices to support department operations.

Skills

Analytical skills

Communication skills

Attention to detail

Multitasking

Independent work

Education

Bachelor's Degree

Tools

Microsoft Excel

Job description

Located in the heart of Philadelphia, Drexel University is a comprehensive, global, R1-level research institution with a unique model of experiential learning that combines academic rigor with one of the nation's premier cooperative education programs . Drexel was founded in 1891 to provide educational opportunities for people of all backgrounds. Today, we continue to prepare graduates of diverse backgrounds to become purpose-driven professionals and agents for positive change. Learn more about Drexel and our shared values .

Drexel offers its highly engaged faculty and professional staff a comprehensive and world-class benefits package that includes generous vacation and paid time off as applicable (including civic engagement days), up to an 11% 403(b) Retirement Plan match with immediate vesting, and remote and flexible work options for many roles. Our exceptional medical plans include domestic partner and fertility assistance and our award-winning A Healthier U wellness program. In addition, faculty and professional staff at Drexel enjoy free tuition for themselves and their dependents for Drexel degree programs, certification, and non-certification programs. Drexel also participates in a tuition exchange program for dependents with other higher education institutions. For more information on our extensive benefit offerings, please review Drexel's Benefits Brochure .

Department Administrator, Global Studies and Modern Languages

Job no: 507342
Work type: Full-Time
Location: University City - Philadelphia, PA
Categories: Drexel University, College of Arts & Sciences

Job Summary

College of Arts and Sciences (CoAS), Department of Global Studies and Modern Languages, is seeking an organized, analytical, courteous, and proactive Department Administrator who is skilled in managing multiple tasks independently while delivering superior support to our team of faculty and staff. Under the direction and supervision of the Department Head, the successful candidate will be responsible for planning and administering the operational and financial activities of the Department as an academic unit and provide attentive support to all faculty, staff, and students. The Department Administrator will manage all day-to-day purchasing, hiring, and business processes of the ongoing teaching, research, and scholarship activities within the Department while maintaining compliance with relevant College, university, and government policies. While reporting to the Department Head, this key role will also liaise with the Dean’s Office and will help analyze office processes and policies, develop creative solutions to problems, answer operational questions, and take part in decision-making that supports increased efficiencies for the Department and College.

Essential Functions

• Ensure that all relevant departmental cost-centers (i.e., unrestricted, restricted, designated, gift), personnel and operating expenses are appropriate, in compliance, and within budget.
• Support departmental leadership on departmental spending, financial objectives, and compliance
• Oversee all purchasing for the department as well as monthly reconciliation of purchasing card statements.
• Independently manage and document all financial transactions. Complete labor redistributions, journal entries, and other expenses-related tasks as needed.
• Provide guidance and support to departmental employees on best practices for purchasing, reimbursement and awards/prize distribution, when relevant.
• Prepare annual budget reports, business activity reports, and expense tracking reports
• Serve as primary budget/administrative contact for the Office of the Dean (CoAS)
• Under the supervision of the Department Head, liaise with various offices (e.g., Procurement, Office of General Counsel, Human Resources, Comptroller’s Office, Tax Office, Payroll Office, Work Study Office, Drexel Central, Scheduling Team, Graduate Support Team, ISSS, Facilities, Institutional Advancement, University programs and schools, College Grant Administrators, etc.)
• Process all departmental hiring paperwork for adjuncts, faculty, staff, students, temporary employees, visitors/guests (including tuition remission and summer salary, if relevant)
• Support the recruitment and onboarding processes for all employees associated with the department
• Ensure compliance with all Human Resources hiring policies
• Certify personnel labor is charged to the appropriate funding source
• Approve time sheets for employees, if/as needed (e.g. monthly employees and biweekly employees, etc.)
• Establish an active network of professional contacts to support the execution of departmental business operations
• Help create and maintain a database of all departmental contracts and track faculty teaching loads in collaboration with CoAS
• Supervise support staff within the department; conduct staff meetings, if relevant
• Administrative Tasks:
  • Execute all day-to-day business processes, developing and implementing procedures in compliance with university policy, federal regulations, and contractual requirements
  • Manage and/or provide oversight of departmental space, where pertinent, which includes but is not limited to stocking departmental space with business and academic supplies, submitting work orders, overseeing phone lines and office equipment, and attending to space requests
  • Oversee and support routine departmental events which includes but is not limited to advertising, reserving space, arranging meetings, booking travel, and ordering food
  • Maintain departmental physical and digital records in compliance with the University’s record retention policy
  • Support faculty life-cycle processes, including the Promotion & Tenure Process of tenure track and teaching faculty
  • Assist with reports, if necessary
  • Provide direction and advice to all employees, students, and vendors with business and academic operational questions. Resolve problems with the highest level of customer service
  • Oversee select department-specific academic processes such as curriculum updates in Courseleaf and language placement exams
  • Liaise and coordinate with the College scheduling team so that the team can ensure proper instructional assignments, course offerings, classroom spaces, etc.
• Other duties as assigned

Required Qualifications

• Minimum of a Bachelor's Degree or the equivalent combination of education and work experience. ( Please review the Equivalency Chart for additional information.)
• Minimum of 5 years of experience directly related to higher education, budget management, and/or customer service.
• Excellent computer skills including proficiency in Microsoft Office Suite (including Microsoft Excel).
• Exceptional analytical skills and ability to oversee highly confidential information.
• Strong communication skills both written and verbal.
• Excellent attention to detail and multi-tasking skills.
• Demonstrated commitment to follow-through of assigned tasks and projects.
• Ability to utilize critical thinking skills and judgment in problem-solving and decision-making, or escalating issues as needed.
• Strong interpersonal skills and collegiality.
• Ability to work independently and as part of a team.

Location

• University City - Philadelphia, PA

Additional Information

This position is classified as Exempt, grade K. Compensation for this grade ranges from $60,240 -$90,350per year. Please note that the offered rate for thisposition will vary based on thesuccessful candidate’s qualifications and experience, department budget, and an internal equity review.

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

Advertised: Sep 30 2026 Eastern Daylight Time
Applications close: Oct 30 2026 Eastern Daylight Time

Drexel University is an Equal Opportunity/Affirmative Action employer that welcomes individuals fromdiverse and neurodiverse backgrounds and perspectives, and believes that an inclusive and respectfulenvironment enriches the University community and the educational and employment experience of itsmembers. The University prohibits discrimination against individuals on the basis of race, color,national origin, religion, sex, sexual orientation, disability, age, status as a veteran or specialdisabled veteran, gender identity or expression, genetic information, pregnancy, childbirth or relatedmedical conditions and any other prohibited characteristic. Please visit our Policies page to view allUniversity policies related to Human Resources and News and Announcements for workplace postings.

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