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 Writing Associates Program is an academic program housing four full-time writing faculty members as well as a large fellowship program that selects and educates students to be peer mentors of writing (Writing Associates). The program includes approximately 55 Writing Associates each year, led by a faculty Director, a Program Fellow (staff member), and a team of student leaders. Writing Associates are partnered with courses across the curriculum each semester and staff our Writing Center. They serve as Speaking Associates, supporting students with public speaking and presentation skills, and participate in campus outreach and events.

The opportunity:

The Administrative Coordinator provides a high level of administrative support for the Writing Associates Program, including supervision of student workers, support for program faculty, and program initiatives. This position involves daily interaction with students and faculty; payroll, scheduling, website, data, and budget management; event coordination, as well as purchasing and stocking supplies for the Writing Center. The role involves a high degree of collaboration with other team members, as well as projects on which the AC will work independently. This is a 10-month position with an expected work schedule of 35 hours per week from mid-August through mid-June.

Essential Responsibilities

Administrative Support for Program Faculty

• Maintain annual Program calendars; keep Director and faculty members apprised of upcoming administrative tasks and deadlines. 
• In conjunction with the Registrar’s Office, schedule courses for times designated by the faculty members. Schedule appropriate classrooms. Design and post course announcements. Update catalog.
• Respond to faculty requests for assistance with Moodle, book orders, requests to facilities, etc.
• Oversee faculty reviews and hiring process using Interfolio. 

Budget and Payroll

• Monitor expenses and budget as well as special restricted funds for the program. Assist the Director in developing annual budget requests, advising her about changing needs for funding office operations.
• Process receipts, invoices, and payments through Chrome River, and communicate, as needed, with the Business Office.
• Track student hours and process student payroll (biweekly) and fellowship stipends (3 payments per semester) for all Writing Associates.

WA Program Operations

• Maintain physical and digital student employee records.
• Respond to Writing Program phone and email queries.
• Greet students and visitors and answer questions relating to Program matters and policy.
• Maintain web page and Moodle sites for the program.
• Handle arrangements for campus events sponsored by the department, including transportation, housing, publicity, receptions, honoraria, etc. for speakers and other participants. Assist in hosting visitors.
• Maintain an extensive email list-servs for publicity and outreach. Help with program publicity, including social media presence.
• Provide general upkeep and oversight of the Writing Center and its advertising spaces on campus by purchasing and stocking necessary supplies and submitting work orders. 
• Perform other routine clerical responsibilities as needed, such as organize and maintain physical and digital files; create and modify documents using word processing software; sort and distribute mail; photocopying, filing, scanning, and faxing.

Data Management

• Prepare and process Qualtrics and Google surveys.
• Prepare and process feedback forms for the different activities within the Program.
• Compile data and create reports using spreadsheet software.
• Track and publish Course-WA assignments and meeting locations.

Supervision of Writing Associates and Hosts in the Writing Center

Will offer supervision and support for 50-60 student Writing Associates each year:

• Assist in training Writing Associates assigned to the Writing Center (approximately 30 per semester)--orient them to our scheduling platform (WCOnline), and familiarize them with policies and protocols.
• Directly supervise 2-3 Writing Associates working in the Writing Center in afternoon hours each semester.
• Schedule and attend weekly leadership team meetings with the Director, Writing Fellow, and student leaders.
• Respond to Writing Associate questions and concerns and maintain continuity of student work operations by documenting and communicating needed actions to the Director.
• Create and maintain online Writing Center and Speaking Associate Program schedules using WCOnline software each semester.
• Respond to shift-swap requests and WA absences. 
• Process timesheets for approximately 30 Writing Associates per Semester as well as fellowship stipends for all WAs (up to 60) each semester.
• Process end-of-semester data from the scheduling platform WCOnline for use in Program reports.
• Help to train and supervise 5-8 student Hosts for the Writing Center each year.
• Read and respond to nightly Host log entries.
• Cover Host shifts if the student Host must be absent, and neither the Writing Program Fellow nor other Hosts can cover the shift.

Who you are:

• Excellent interpersonal skills–able to provide a welcoming presence for students, Writing Associates, and faculty and collaborate with others.
• Excellent communication skills to be applied to telephone communications and to written communications such as email, letters, and memos.
• Excellent planning and organizational skills.
• Responsible and able to work independently.

What you bring:

Required Qualifications

• High school diploma or equivalent.
• 3 to 5 years’ experience in an administrative or office management position, including prior experience using computers and office software.
• Facility with Word, Excel, and Google Suite (slides, sheets, docs).
• Previous budget experience.

Preferred Qualifications

• Some experience working in an educational setting is helpful.
• Experience with specialized software such as Banner, Chrome River, Moodle, WCOnline, and/or Qualtrics.
• Able to drive for occasional catering or supply pick-ups.

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 August 7, 2024.

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 minorities are encouraged to apply.