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.

Who We Are:

The Aydelotte Foundation at Swarthmore College is a research institute committed to the liberal arts, expansively defined. The Administrative assistant supports the Faculty Director and the Senior Associate Director in their program and research initiatives and collaborates with various offices, departments, and individuals across the College.

The opportunity:

The Aydelotte Foundation at Swarthmore College seeks an Administrative Assistant to provide high-level half-time administrative support. The Aydelotte Foundation at Swarthmore College is a research institute and intellectual community dedicated to an expansive definition of the liberal arts. The Administrative Assistant supports the Faculty Director and Senior Associate Director in program and research initiatives in a hybrid position with in-person and remote hours.

The person in this role creates and monitors meeting agendas and office workflow; maintains and monitors department website content; provides high-level budget support; assists with event communication and planning; designs publicity material and publicizes events; manages equipment, supply, and facility needs; prepares office communications; and provides special project support as needed. This part-time, benefit eligible position is expected to work three (3) days per week; two (2) days on campus are required during the academic year (August-May).

Essential Responsibilities

Department Support

Maintains/monitors department website content

Anticipates administrative needs related to new projects and programs

Works with the Senior Associate Director to ensure meeting agendas and action items are accurate and ensure follow-up

Arranges and supports Advisory Board and Steering Committee meetings

Budget and Accounting

Monitors budgets in MySwarthmore

Prepares reimbursement forms, sign, copy and forward to the Business Office

Liaises with Business Office as necessary to track payment

Obtains completed W-9 forms for honoraria

Processes and records all budget transfers (budgets and funds)

Events

Coordinates events scheduling and maintains calendar

Organizes guest speaker visits

Designs posters and flyers for events and lectures and has copies made

Advertises events via social media (e.g. Facebook, Twitter, Instagram)

Distributes posters and flyers to faculty, departments and students

Coordinates receptions, dinners by reserving space and arranging catering

Sends email reminders of events to faculty, staff, and students

Keeps checklists of who will/will not attend (faculty and students)

Assists with set-up and clean-up as needed

Makes overnight accommodations for lecturers

Arranges for Media Services support as needed

Makes dinner/reception arrangements

Makes travel and shuttle arrangements

Corresponds with guest lecturers to gather and convey information, answer questions, and arrange payment

Office Management

Maintains and improves department filing system

Takes notes at meeting

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

Supervisory Responsibilities

Processes and approves biweekly pay for 4-6 Student Research Fellows

Who you are:

Strong organizational and excellent written and oral communication skills

Capacity to make decisions independently and as a member of a diverse team

Capacity to work professionally with all College constituents and visitors

Willingness to ask questions and seek out peers on campus

Primarily works independently with minimal supervision

Self-starter, detail-oriented, curious

What you bring:

Required Qualifications

High school diploma or equivalent with 3 to 5 years of office experience or an equivalent combination of education and/or experience.

Proficiency with word processing and spreadsheet programs and applications used in educational settings such as Wordpress, Google Apps for Education.

Familiarity with standard bookkeeping methods for budget monitoring.

Ability to operate standard office equipment such as computer, copier, printer, and fax.

Demonstrated interest in technology and skills development through campus-sponsored workshops and training.

Preferred Qualifications

Bachelor’s degree

Design background

Experience with web site management, Adobe Creative Suite, and Google Analytics

Exposure to Banner, Moodle and other academic software

Working Conditions and Physical Demands:

Standard climate-controlled office environment

This position requires the ability to focus in a stationary position for extended periods, including at a desk in front of a computer

Documents may occasionally be stored in physical form and require positioning oneself to access file cabinets, remove and transport files up to 10 pounds

May occasionally need to traverse campus to support events

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 collaborative work environment. Join a team of passionate, creative people who work hard and have fun supporting the College students, faculty, and staff.

We want to hear from you if you are excited about this role! For full consideration, submit applications with pay expectations including a resume and cover letter, by October 21, 2024. Applications received after this date may be reviewed on a rolling basis until the job has been filled.

PA Criminal Required

Swarthmore College requires a PA Criminal background check for all staff positions prior to the start of employment.

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 those with underrepresented identities are encouraged to apply.

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.