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Administrative Coordinator

Haverford College
Haverford, Pennsylvania, United States
Salary Not Specified
Date posted
Jun 13, 2024

Job Details

Haverford College invites applications for our full-time (40 hours per week), non-exempt, benefits-eligible Administrative Coordinator opportunity.

Haverford Offers Great Benefits : The College offers a comprehensive benefits program that includes possible work-from-home opportunities, automatic 10% retirement contribution to your retirement account upon eligibility (no match required), a 50% tuition benefit for dependent children upon eligibility, 14 paid holidays (including the week before New Year’s Day off), Health Savings Account contribution of $650 for individuals and$1300 for families (no match required), affordable medical plans, and a beautiful arboretum campus with walking trail and easy public transportation access. Please visit the Benefits page ( ) for more information.

About Haverford’s Center for Career and Professional Advising (CCPA)

The CCPA team supports students and alumni from diverse backgrounds in achieving their educational and career goals. We empower students to explore their passions, achieve their aspirations, and make meaningful contributions to the world beyond Haverford College. Our comprehensive services include personalized career, fellowship, and graduate/professional school advising. Specifically, we assist students with major and career exploration, provide guidance on gaining valuable experience through internships, and strengthen professional development and career readiness skills. We facilitate connections with alumni, employers, graduate programs, and fellowship opportunities through myriad events. Additionally, we provide resources for summer funding and career readiness training to equip emerging professionals with the skills and confidence needed to thrive in today's competitive job market.

About the Position
The Administrative Coordinator plays a pivotal role in ensuring the smooth functioning of Haverford College’s Center for Career & Professional Advising (CCPA). This position encompasses diverse responsibilities, including managing departmental operations, budget monitoring, event coordination, and assistance with pre-health and fellowship applicant coordination. This role offers an exciting opportunity to contribute to the success of Haverford students and alumni in their career pursuits.

Primary Responsibilities

CCPA Operations:
  • Schedule Executive Director’s meetings with campus and external partners, including travel arrangements for offsite meetings
  • Prepare, complete, distribute, and monitor various accounting documents, such as invoices, travel forms, internal requisitions, vouchers, check requests, receipts, and purchase orders, to ensure appropriate billing and budget reconciliation
  • Track operational and special fund budgets; monitor CCPA’s budget activity via Workday and Google Sheets
  • Provide an annual report on fund expenditures at the end of each fiscal year
  • Initiate and process departmental contracts, communicating with vendors and campus departments
  • Screen and distribute mail and order office supplies and furniture inventory as needed
  • Independently respond to routine CCPA communication and emails sent to the main email account and direct emails to appropriate team members
  • Ensure technical setup for weekly team meetings, appointment check-ins, and other departmental needs
  • Reserve space in CCPA for student interviews and committee meetings
  • Review alumni requests submitted through Handshake, provide alumni with instructions for converting student accounts to alumni accounts, message alumni requesting a duplicate account, and delete duplicate accounts
  • Manage student requests for access to subscription-only career resources and work with vendor reps to acquire additional codes as needed (i.e., Leetcode Wall Street Passport Prep)
  • Assists, prepares, and monitors all CCPA-distributed internship stipends
Event Coordination:
  • Review and approve pending events and assign appropriate labels in Handshake
  • Manage all event logistics for the Tri-College Consortium (Tri-Co) and Haverford employer, fellowship, and graduate school recruiting events (in-person and virtual) and annual career fair collaboration with Tri-Co colleagues, including:
    • reserve rooms in EMS, add event description, request catering and technical support
    • reserving parking permits for visitors, confirming travel details
    • communicate with partners to confirm the event details
    • create the event in Handshake with the necessary labels
    • update event information in AirTable
    • download and print check-in QR codes
    • create nametags/nameplates and other event materials as needed
    • create and administer post-event assessments
  • For the annual career fair, additional event responsibilities include managing volunteers through email communications, organizing day-of-fair materials such as signage and employer folders, communicating with campus safety for parking arrangements, arranging delivery of materials to and from the fair location, creating and finalizing the floor plan with Auxiliary Services and Facilities
Pre-Health and Fellowship Applicant Coordination:
  • Manage pre-health applicant database logistics, including sending reminders for multiple deadlines, scheduling current applicant self-assessment review meetings, monitoring and overseeing the MachForms dashboard for document submissions, and managing PrivateFolio accounts for letters of recommendation
  • Schedule semesterly meetings with Pre-Health Faculty Committee members
  • Track eligibility requirements, application components, nomination processes, application deadlines, and timelines for all fellowships
  • Compile monthly check-in forms for summer fellowship applicants
  • Collect and track letter of recommendation submissions for fellowships
  • Learn online application portals for various fellowships, law, and health professions schools to track and upload applicant materials and submit nominations
  • Coordinate nomination and mock interviews for fellowship and medical school applicants (i.e., scheduling faculty, staff, and students; creating Zoom links/reserving rooms)
  • Solicit and compile sample fellowship essays for future applicants
  • Update and maintain a roster of past fellowship applicants, including entering annual fellowship applicant outcomes into Raiser’s Edge
  • Coordinate logistical details and communications for Haverford’s Cope and Murray fellowship application process
Line of Report: The Administrative Coordinator reports to the Executive Director of CCPA.

Minimum Qualifications
  • High school degree or equivalent
  • 3 years of administrative experience
Professional Competencies
  • Proficiency in budgeting and financial management
  • Demonstrated ability in managing workflows and procedures
  • Effective verbal and written communication skills
  • Well-developed administrative abilities, attention to detail, and skill in task prioritization
  • Significant event and program planning experience
  • Ability to manage multiple projects and assignments
  • Capability to effectively liaise with and be accountable to multiple directors
  • Strong interpersonal skills and the ability to work with various constituents, including students, alumni, employers, staff, and faculty
  • Proficiency in Microsoft Office Suite and G Suite (includes Gmail, Calendar, Drive, Docs, Sheets & Slides)
  • Demonstrated ability to work both independently and collaboratively
  • Dedication to fostering diversity and inclusion in the workplace and supporting a diverse student population
Preferred Qualifications
  • Associate’s degree
  • Previous experience in administrative support and event coordination within a higher education career center
  • Familiarity with Handshake, Qualtrics, Raiser’s Edge, and MachForms
We are aware that some people are less likely to apply for jobs unless they meet every qualification in the job description including the preferred qualifications. We are most interested in finding the best candidate for the job, and recognize that a successful candidate may come from a less traditional career trajectory, such as having skills and abilities gained outside a classroom context, or an equivalent skill set. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.

To Apply : Interested applicants are invited to submit an application, to include a cover letter and resume by visiting . The application deadline is June 30, 2024 . Application review will begin after the deadline has passed. Please email recruiting @ with questions about submitting your materials. Should the search committee be interested in pursuing your candidacy, you will hear from them directly. Finalists will be asked to provide three professional references.

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.


Haverford College

Haverford is a leading liberal arts undergraduate college located outside Philadelphia that is known for its academic rigor, Honor Code, and beautiful arboretum campus. There is no place where students are more trusted, are more directly engaged with their education, and have more opportunity to shape their own path.

The campus has 200 acres of award-winning architecture and landscaping, more than 50 academic, athletic and residential buildings, and a nationally recognized arboretum with 400 species of trees and shrubs, a 3.5-acre duck pond, gardens and wooded areas.

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