Administrative Assistant (Part-Time)

Haverford College invites applications for our part-time (24 hours per week), non-exempt, Administrative Assistant opportunity.

This position is a two-year, fixed-term appointment with the possibility of additional years, contingent upon funding and successful performance in the position. Reporting to the Operations Manager of the Center for Peace and Global Citizenship (CPGC), the Administrative Assistant provides administrative support in service of the CPGC’s mission to advance peace, justice, inclusion, and sustainability through research, education, and action. This support primarily consists of completing recurring procedures and acting on non-routine situations through application of office guidelines and general practices. The CPGC seeks an enthusiastic collaborator, committed to our mission, who will perform duties with minimal direction. Requires general supervision for assigned special activities.

Primary Responsibilities

Administrative Support

• Assist with maintenance and organization of electronic and paper records
• Assist with scheduling and communications around meetings of CPGC staff and Steering Committee
• Provide accurate minutes of meeting proceedings
• Order and maintain office supplies
• Serve as a point person for external and internal contacts
• Assist staff with administrative aspects of program implementation
• Provide direct support to the Fellowship process
• Submit service requests to Facilities Department as needed
• Assist with the maintenance of the Executive Director’s calendar

Financial Processing

• Assist with the Center’s payment processing needs: expense reports, supplier registration, supplier payments, and procurement card verifications
• Track expense activity via both Workday and independent Excel ledger
• Ensure proper procedures are followed for all financial transactions

Event support

• Provide administrative and logistical support to ensure well-organized CPGC programs and events
• Assist with efficient delivery of logistical and travel support, room reservations, catering, housekeeping, etc.
• Serve as a contact for outside catering vendors and works to obtain necessary documentation for use of outside catering

Administrative, financial, and event support for The Community-based Global Learning Collaborative

• Creates distribute, and track membership and consulting invoices
• Process payment deposits and supplier payments
• Track budget activity in Workday and separate ledger
• Assist with creation of online event registration through Eventbrite and support Collaborative events through Zoom management
• Assist with member engagement, in collaboration with Executive Director and/or Collaborative Member Engagement Manager: connecting, communicating, and getting emails and logistics in the right places to include new members

Line of Report: The Administrative Assistant reports to the CPGC Operations Manager.

Work Location: After the initial three months of employment, this position will be eligible for a hybrid work schedule, pursuant to the College’s Work Location Policy.

Minimum Qualifications

• Associate’s degree or corollary experience

Professional Competencies

• Effective verbal and written communication skills
• Well-developed administrative abilities and attention to detail
• Ability to problem-solve and manage multiple projects and assignments
• Strong interpersonal skills and the ability to work with multiple constituents (students, staff, and faculty)
• Experience with Microsoft software applications (especially Excel)

Preferred Qualifications

• Bachelor’s degree
• Interest in and understanding of social justice issues
• Knowledge of office procedures and business communications
• Experience with Workday
• Event planning and Eventbrite experience
• Previous work experience in institution of higher education

Special Requirements

• Possession of a valid U.S. Drivers’ License and ability to pass a Motor Vehicle Record check is required.

To Apply : Interested applicants are invited to submit an application, to include a cover letter, resume, and the names and contact information of three (3) references by visiting https://haverford.wd1.myworkdayjobs.com/External/job/Haverford-Campus/Administrative-Assistant_R518 . The application deadline is September 27, 2023 . Application review will begin after the deadline has passed. Please email recruiting @ haverford.edu with questions about submitting your materials. Should the search committee be interested in pursuing your candidacy, you will hear from them directly.

Haverford College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status. Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and/or underrepresented identities are especially encouraged to apply. Haverford College and our consortial partners are located on Lenape lands.