Administrative Assistant

Administrative Assistant

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.

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 :

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

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time per diem colleagues, adjunct faculty, and Jeff Temps, have access to medical (including prescription) insurance.

For more benefits information, please click here