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Administrative Assistant II

Apply now Job no: 494887
Work type: Full Time
Location: Swarthmore
Categories: Staff

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 -

Who We Are:

The Film & Media Studies department is seeking an Administrative Assistant who will be an enthusiastic team player providing administrative and program support for faculty and students in our growing department, with the potential to shape our dynamic program as we move into a planned new facility. The successful candidate will have a background in the field, an interest in arts administration, and a desire to foster and maintain strong ties across the campus community. Responsibilities include maintaining course catalog, department budget, website, student records, class and event scheduling, facilitating and publicizing events (such as artist visits, screenings, and the annual TriCo Film Festival), supervising student workers, and working with the chair on day-to-day administration of the department. Excellent communication skills are a must, and familiarity with website management, graphic design, office software, and basic production tools is highly desirable.

The opportunity:

Provide administrative support for the Department of Film and Media Studies. Primary responsibilities include publicity and events management and budget maintenance.

Academic Support

  • Assist with and learn procedures for academic support (catalog, student records, class schedules, off-campus study, honors examinations)

Budget and Accounting

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

Events, Receptions, and Lectures

  • Coordinate events scheduling and maintain calendar
  • Produce bi-weekly Department newsletter including events and opportunities
  • 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
  • Manage multiple email lists and mail merge for each program, including specified faculty, staff, students, alumni, and any other relevant constituencies
  • Prepare and distribute/mail invitations for formal dinners, receptions
  • 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, faculty candidates
  • Reserve space for speakers and special events/programs
  • 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.

Off-Campus Study Credits

  • Work with Off-Campus Study office, Faculty, and Registrar for credit pre-approval and final approval

Google Files Management and Software Proficiency

  • Post spreadsheets, major and minors list, and all documents to Google Drive
  • Use Google Forms to gather information

Department support

  • Every three years, work with Tri-Co film festival director(s) to facilitate submissions; publicity and event
  • Assist faculty with scholar and artist visits
  • Implement best practices regarding copyright and archiving of student work
  • Maintain website and interface for access to student projects
  • Research and maintain internship, externship, grant, publishing, career, alumni opportunities

Who you are:

  • Excellent oral and written communication skills
  • Good planning and organizational skills
  • Ability to work independently and in a team environment
  • Interest in acquiring or experience with audiovisual and multimedia production competence desirable

What you bring:

  • College degree preferred
  • Job experience in an administrative or office capacity
  • Fluency with software including Word, Excel, Google Suite expected, Wordpress and Photoshop desirable
  • Proficiency with design for publicity materials, including website and social media campaigns
  • Familiarity with budgets
  • Exposure to Banner, Moodle and other academic software a plus

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 team of passionate, creative, and supportive people who work hard and have fun telling the College’s story to the world.

For full consideration, submit applications including resume and cover letter with pay expectations by August 1, 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: Eastern Daylight Time
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