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Assistant Director, Student Organization Resource Center
Assistant Director, Student Organization Resource CenterDrexel • Philadelphia, Pennsylvania, USA
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Assistant Director, Student Organization Resource Center

Assistant Director, Student Organization Resource Center

Drexel • Philadelphia, Pennsylvania, USA
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Job Summary

The Assistant Director Student Organization Resource Center is responsible for advising numerous student leaders financially providing comprehensive direction and guidance as student leaders plan projects and events. The primary responsibilities of this position include serving as advisor to the Campus Activities Board and a resource to students assessing and maintaining risk management practices processing all paid contracts for student organization-related events and services evaluating and maintaining appropriate electronic databases working closely with a variety of campus partners and developing relationships with student organizations. The Assistant Director will be part of the Student Organization Resource Center Team and report to the Director. This position does require some night and weekend responsibilities.

Essential Functions

  • Organizational Advisement :

Serve as the primary advisor to the Campus Activities Board (CAB) whose programs include a Comedy Show DragonFly Concert trips within Philadelphia and New York City lectures multicultural initiatives movies etc.

  • Monitor CABs annual activity fee budget and approve expenditures.
  • Meet weekly with the CAB President and meet with other executive board officers as needed
  • Regularly attend CABs weekly general body meeting
  • Financial / Contract Management and Oversight :

    • Share oversight of the financial management of approximately 350 student organizations with a combined budget of approximately $1.9 million

  • Manage the student organization paid contracts process ensuring accuracy monitoring vendor and user compliance and advising staff and students of proper contract protocol
  • Serve as the primary paid contract administrator for undergraduate and graduate student organizations and act as a liaison for Procurement and Office of General Counsel
  • Maintain and operate an accurate contract tracking system ensure system accuracy and communicate with contract and agreement holders for timely and complete compliance
  • Review and process purchase requests submitted by student organizations ensuring that proper cost centers and account codes are being used
  • Reconcile department and one-third of the organization issued credit cards through the online university system
  • Follow Drexel policies and recommend updates to ensure efficient use of fiscal resources and effective use of technology
  • Analyze contracting data on a term-by-term basis to help guide data-informed decision-making
  • Develop handouts videos and training on the contracting process for student organization leaders
  • Administrative Responsibilities :

    • Maintain the Contracts email account

  • Utilize the Universitys Procurement system Smart Source to manage and confirm all undergraduate and graduate purchase requests orders and contracts
  • Perform weekly audits to ensure timely processing
  • Attend regularly scheduled meetings with supervisor staff and departmental meetings mandatory training and other Division initiatives
  • Provide administrative support to the Student Organization Resource Center staff
  • Maintain knowledge of and adhere to SAFAC Graduate Student Association and Drexel University fiscal policies
  • When assigned serve as liaison to Recreation Retail Management Residential Living and Multicultural Affairs
  • Participate in University Enrollment Management and Student Success (EMSS) and Student Life functions and committees including but not limited to University Commencement Freshman Welcome Week and Family Weekend
  • Develop and maintain a system for filing and securing all sensitive and non-sensitive documents in addition to a capital purchase inventory tracking system for student organizations
  • Support and be knowledgeable of the operation of the Event Form System Recognition and Student Organization Leadership Tracks
  • Build collegial relationships outside the University (ACPA NASPA NACA etc.)
  • Fulfill other duties as assigned by Director

    • Required Qualifications

  • Minimum of a Bachelors Degree or the equivalent combination of education and work experience. ( Please review the Equivalency Chart for additional information.)
  • Minimum of 1 year of experience working with student organizations or relevant work experience.
  • Proven capacity for leadership and strong organization skills.
  • Strong interpersonal and verbal and written communication skills.
  • Ability to understand the needs of student leaders and student organizations.
  • Proficiency with Microsoft Office Suite (i.e. Excel Word PowerPoint) and related software.
  • Ability to occasionally work evenings and weekends as required.

    • Preferred Qualifications

  • Experience working with contract services.

    • Location

  • University City - Philadelphia PA

    • Additional Information

    This position is classified as Exempt grade J. Compensation for this grade ranges from $ 47490 -$ 71230.00per year. Please note that the offered rate for thisposition typically aligns with the minimum to midrange of this grade but it can vary based on thesuccessful candidates qualifications and experience department budget and an internal equity review.

    Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexels compensation information about benefits please review Drexels 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.

    Required Experience :

    Director

    Key Skills

    Anti Money Laundering,Access Control System,Catering,Assessment,Communication

    Employment Type : Full-Time

    Experience : years

    Vacancy : 1

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