Administrative Assistant II

Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods. Swarthmore College was recently ranked number 3 in the 2021 US News Best National Liberal Arts Colleges rankings - https://www.usnews.com/best-colleges/swarthmore-college-3370.

Who We Are:

The Aydelotte Foundation at Swarthmore College is a research institute that studies the past, present and possible futures of liberal education. The Administrative assistant supports the Co-Directors and the Associate Director in their program and research initiatives, and collaborates with a variety of offices, departments, and individuals across the College.

The opportunity:

We seek an administrative assistant to provide high-level half-time administrative support to the Aydelotte Foundation at Swarthmore College. The Aydelotte Foundation at Swarthmore College is a research institute that studies the past, present and possible futures of liberal education. The Administrative assistant supports the Co-Directors and the Associate Director in their program and research initiatives.

The person in this role works to create and monitor meeting agendas and office workflows; maintains and monitors department website content; provides high-level budget support; assists with event communication and planning; manages equipment, supply, and facility needs; hires, trains, and supervises student workers; assists with event communication and planning; prepares office communications; and provides special project support as needed.

Department Support

• Maintains/monitors department web site content
• Anticipates administrative needs related to new projects and programs
• Works with Associate Director to ensure meeting agendas and action items are accurate and ensures follow-up
• Provides special project support as-needed

Budget and Accounting

• Monitor budgets in MySwarthmore
• Prepare reimbursement forms, sign, copy and forward to the Business Office.
• Liaise with Business Office as necessary to track payments
• Obtain completed W-9 forms for honorariums
• Process and record all budget transfers (budgets and funds)

Events

• Coordinate events scheduling and maintain calendar
• Organize filmmaker and guest speaker visits
• Design posters and flyers for events and lectures and have copies made
• Advertise events via social media (e.g. Facebook, Twitter, Instagram)
• Distribute posters and flyers to faculty, departments and students
• Coordinate receptions, dinners by reserving space and arranging catering
• Send email reminders of events to faculty, staff, and students
• Keep checklists of who will/will not attend (faculty and students)
• Assist with set-up and clean-up as needed
• Make overnight accommodations for lecturers
• Arrange for Media Services support as needed
• Make dinner/reception arrangements
• Make travel and shuttle arrangements
• Correspond with guest lecturers to gather and convey information, answer questions, etc.

Supervisory Responsibilities

• Hires, trains, and supervises student workers
• Office Management
• Maintains and continuously improves department filing system
• Takes notes at meetings
• Monitors supply levels and orders new supplies as needed
• Liaises with Information Technology Services to ensure that office computing equipment (hardware and software) is updated and functional
• Makes space reservations and organizes remote meetings

Who you are:

• You are an independent self-starter with strong organization skills and excellent written and oral communication who is capable of making decisions independently and as a member of a team.
• You are skilled in anticipating administrative support needs and providing high-level administrative support that helps ensure that office work is flowing and that members of the office are communicating effectively.
• You will enjoy working with a small, close-knit team and building professional relationships across multiple offices and departments on our campus, but also thrive working independently.
• You are organized, detail-oriented, comfortable working with technology and enjoy learning new skills.

What you bring:

• High school diploma or a BA/BS (preferred) with 3 to 5 years office experience (or equivalent combination of training and experience).
• Proficient with word processing and spreadsheet programs, and applications used in educational settings such as Wordpress, Google Apps for Education. Some experience with web site management, Adobe Creative Suite, and Google Analytics is a plus, but not a requirement.
• Use standard bookkeeping methods for budget monitoring, operate standard office equipment, and demonstrate an interest in technology and soft skills development.
• Speak professionally and in a welcoming manner on the telephone.
• Able to work successfully with a diverse set of colleagues and uphold the College’s commitment to equal employment opportunity to help the College realize its commitment to excellence through diversity.

What You Will Get:

You’ll work at one of the world's most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus, and a hybrid work environment. And you’ll join a small and cohesive team of passionate, creative, and supportive people who love thinking and talking about liberal arts education. If you are excited about this role, we want to hear from you!

For full consideration, submit applications including resume and cover letter with pay expectations by June 6, 2022.

Swarthmore College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer. Women and minorities are encouraged to apply.

Advertised: May 25 2022 Eastern Daylight Time
Applications close: