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Manager Administrative Assistant

Upper Darby, Pennsylvania, United States
January 18, 2018

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Kathleen Donahue


Drexel University Philadelphia, PA

**** – June 23, 2017 Operations Manager - Mechanical Engineering and Mechanics Department

Organize open houses, accepted student days and alumni events for the department. This requires a lot of collaboration with faculty members, students and event services.

Directly assist the Department Head by keeping track of his calendar and handling any projects.

Manage office employees and work-studies to ensure the smooth operation of daily office tasks and projects.

2006 - 2012 Office/Lab Manager -Mechanical Engineering and Mechanics Department

Prepared financial documents and billing statements for 30 faculty members to make sure every transaction was justified and applied to the correct accounts.

1999 - 2006 Administrative Assistant -Mechanical Engineering and Mechanics Department

Liaison between admissions, facilities, maintenance, telecommunications, renovation, financial aid, and comptroller's office. I do all preparation for seminars and maintain reservation database.

Handle all shipping and receiving of packages, support professors with special projects, produce quarterly combustion and fuel report.

Management and maintenance of office equipment -copier, fax, printer, the coffee machine and supplies.

1998 - 1999 Secretary IV - Office of Student Activities

Supervisor and timekeeper of work-study students, responsible for supporting the administrative staff, maintained and organized department accounts.

Update and maintain information database of student organizations, organize mailboxes for over 100 student organizations.

Maintained the office equipment and supplies and also performed general office related duties as assigned.

1996 - 1998 Clerk IV - College of Evening and Professional Studies

Provided assistance to the Deans, Undergraduate Admissions counselors, the Director of Work-Force Institute and their staff. Managed registration for evening and international students.

Answered department phones, responded to inquiries and served as receptionist when needed.

Cleared students for admittance to Drexel, trained employees for switchboard and performed general office related duties as assigned

Master Lease Corporation

1991-1996 Executive Administrative Assistant

Responsible for supporting the CEO, President, Vice President, Managers and Field Representatives.

Obtained project information needed to complete Vendor Merge project essential to the company.

Answering incoming calls, routing mail, performing general office related duties as assigned.

AAMCO Transmissions

1986-1991 Administrative Assistant - Office of Financial Services, Credit and Account

Assistant to Director and Credit Manager, responsible for all credit requests and references and also handled insurance policies for franchises.

Performed general office related duties such as scheduling and handling all departmental calls for collections.


Microsoft Office, Microsoft Outlook, Windows OS


Hallahan High School for Girls Philadelphia, PA

Diploma -Graduated June 1977

Position Title

Operation Manager

Position Number

Requisition Number


Job Description

Provides managerial leadership in terms of general management tasks which involves assistance to all staff including department heads, advisors, financial managers, lab technicians, and systems administrators, supervision of work studies working in the office and research labs, and bi-weekly and student payroll, faculty, and staff. Coordinates the day-to-day workflow in and out of the department to meet schedules and staffing.

A bulk of the workload as the operations manager involves office organization/management and event coordination. Tasks include maintenance of the calendar database for all seminar and conference rooms, upkeep of department equipment, supplies, rooms/labs, mailboxes, and office keys, all tasks related to shipping and receiving, preparation/coordination of both social and professional events (food orders, decorations, room reservations), and the task of ordering textbooks and desk copies for upcoming terms. Analyzes trends and develops methods to measure department performance and ensures that development/improvement programs are in place when necessary.

Directs routine business functions, acts as a direct point of communications liaisons between outside departments and offices within the university such as facilities and admissions, faculties, staff, students, and contact with independent contractors during office renovation. The operations manager also has the option to act as a liaison between all student and professional organizations within the department.

Financial management includes overseeing departmental credit card accounts for faculty and staff and assistance to any person regarding financial issues.

Job Overview

The operations manager ensures the smooth operation and function of the office. The position encompasses a large range of duties and responsibilities which can include management of daily operations, allocation of materials and human resources, logistics, and communications. This posit ion is generally too broad and diverse to classify into either management or administration as the operations manager also deals with jobs related to purchasing, hiring and training, as well as all of the business activities in the stewardship of the Department of Mechanical Engineering and Mechanics. This includes, but is not limited to, office activities to achieve optimum utilization of equipment and employee productivity; purchasing and maintaining office supplies and equipment as well as budget expense control; develops office procedures and policies; selects, trains, and instructs staff; project management including renovation projects and organization of special events such as Scholar's Day and Accepted Student's day. The department currently consists of 30 full-time faculties, 7 part-time and adjunct faculties, and 8 administrative stuffs.

Essential Functions

Principal job responsibilities will include the following:

Work with the Department's Head, Associate, and Assistant Heads for Finance and Administration to develop systems to manage Departmental Accounts, budgets, and chargeback (service) centers.

Work with the Department's Head, Associate, and Assistant Heads for Finance and Administration to develop systems to manage sponsored projects budgets for depa1tmental faculty.

Provide support to the Head and other department faculty on the use of these systems.

Assist the Department Head with financial projections and other activities that can support Department strategic planning. Work with Head on the development of other business proposals (internal and external).

Serve as principal Department point of contact for the Department of Mechanical Engineering and Mechanics.

Work with Managers from other Departments on strategizing projects with school-wide impact.

Responsible for reconciliation of Department purchasing card.

Responsible for processing check requests and travel reimbursements.

Liaison between students and Financial Aid/Bursar's offices regarding scholarships and fellowships.

Order and track material through purchasing Office.

Assist the Department Head with space planning, management and renovations activities. Other duties as assigned.

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