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.

Review the 2024 Benefits Flyer. We offer benefit plans starting at zero cost! Upon benefit eligibility, the College contributes 10% of an employee’s salary to their retirement account. Employees are 100% vested in their accounts on the date participation begins.

Swarthmore Benefits Guidebook

Retirement Plans

Tuition Grant Program

Tuition Reimbursement Program

Paid Time Off (Staff)

Holiday Schedule

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.