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 Swarthmore Office of Advancement manages the College's relationship with its alumni, families, and friends to further Swarthmore's commitment to intellectual rigor and creativity, nurturing of student confidence and curiosity, production of new knowledge, and inclusive excellence, among other goals.  Advancement works closely with the President, faculty, and senior colleagues to foster positive and productive relationships that not only accelerate the objectives of the College but also represent meaningful and beneficial engagement for the Swarthmore community.

The Office of Advancement manages and maintains alumni, family, and friend records; engages constituents in the life of the College in a variety of ways, contexts, and over time; provides and supports meaningful volunteering opportunities; and partners with the President and Board of Managers to share information about the College and raise critical philanthropic support for the College's priorities and new initiatives. Advancement ensures that alumni and donors are appropriately recognized and informed about the impact of their service and contributions, and manages all gift acceptance and stewardship.

The opportunity:

The Administrative Coordinator II (AC) in the Advancement Office provides senior-level support to the Vice President for Advancement (VP), serving as the primary administrative point of contact for the VP. That includes but is not limited to handling sensitive and confidential information in a discreet and professional manner; tracking and, at times, responding to correspondence on behalf of the VP; tracking and prioritizing tasks and projects based on the Office and College’s needs and strategic goals; tightly managing the VP’s calendar, ensuring it is accurate, up-to-date, and conflict free; scheduling travel and managinh trip logistics; preparing background material for meetings; and other related responsibilities. The AC will be a trusted partner and be able to anticipate the needs of the VP in proactive oversight of calendar, tasks, meetings, and travel in coordination with senior partners in Advancement.

The individual in this role must be highly attentive to detail and able to work on and keep on schedule multiple, complex projects with various deadlines; a skilled communicator with strong interpersonal communications skills; and a willing collaborator who works easily with others. The AC will interact  regularly with other senior AC’s across campus and must establish and maintain regular communications with these colleagues.

The AC is also a primary conduit between the VP and the President’s office and schedules external meetings with alumni, parents, and friends in concert with that office/team. The AC makes travel arrangements and prepares itineraries for trips by the VP and President,  files subsequent expense reports, and enters contact reports or follow-up in the Slate/CRM database.  Collaborates with the Associate Director for Leadership Engagement to assist in preparing for pre-trip briefings of the President and VP prior to travel and meetings.  

The individual in this role manages critical office functions in the areas of scheduling, budgeting, procurement, and other support. The AC coordinates administrative support across the division to ensure that workflow is well coordinated. The AC also oversees onboarding processes for new employees with colleagues. 

Essential Responsibilities

In Support of the Vice President for Advancement

• Serve as the primary administrative point of contact for the Vice President for Advancement.
• Coordinate and schedule meetings and assist with travel arrangements for the VP, tightly managing oversight of that calendar, ensuring it is accurate, up-to-date, and conflict free.
• Coordinate travel arrangements, schedule eternal meetings, plan and maintain itineraries.
• Help prepare the VP for pre-trip briefings with the President or other senior college administrators.
• Maintain all prospect/donor records that pertain to the VP’s work; enter data into Slate (CRM) and run reports as requested by the VP.
• In partnership with Communications Office, help coordinate all aspects of the Board of Managers’ Development & Communications Committee meetings, including setup and taking meeting minutes as necessary.
• Track and, at times, respond to correspondence on behalf of the VP
• Track and prioritize tasks and projects based on the Office and College’s needs and strategic goals.
• Ensure that important College events, such as Board meetings, high-profile lectures, faculty meetings, etc., are included on the VP’s calendar.
• Prepare background material for meetings as necessary, including PowerPoint slide decks and Google Slides presentations.
• Maintain and reconcile the VP’s budget and track individual trip and project expenses.
• At the direction of the VP, serve as a representative of Advancement for various meetings, committees, special projects, etc.
• Assume responsibility for special assignments at the direction of the VP.

General Office Support

• Work collaboratively to build strong relationships within Advancement and across campus.
• Organize monthly All-staff and Circle meetings, including agendas and supporting materials.
• Process invoices for payment and confirm payment as needed.
• Oversee procurement needs for the Office.
• Anticipate and provide general office support for travel expense reports and reimbursements, staff and student time, and maintenance of office equipment and supplies.
• Conduct research as needed, often on short notice.
• Coordinate workflow of administrative staff for the Division so that support is available at all times.
• Oversee Onboarding process and manual for new employees.

Who you are:

• A confident communicator who can interact with students, faculty, staff, and senior leaders throughout the College as well as members of the broader community.
• Ability to handle sometimes sensitive and confidential information in a discreet and professional manner.
• Highly attentive to detail with excellent organizational skills and able to work on and keep on schedule multiple, complex projects with various deadlines.
• A willing collaborator who embraces the College’s commitment to diversity and inclusion.
• Perform well in a fast-paced environment — able to work quickly and effectively under pressure.
• Ability to work effectively and collaborate with a team of creative, collaborative, and highly motivated individuals.
• Familiarity and appreciation with the culture and mission of Swarthmore College, as well as the liberal arts more broadly.

What you bring:

Required Qualifications

• Bachelor’s degree with five years of job-related experience, or an equivalent combination of education and experience.
• Experience with various platforms such as Microsoft Office and Google Suite.
• Ability to work a flexible schedule, with the understanding that some weekend and evening work is required during Advancement events and board meetings.

Preferred Qualifications

• Experience working with senior-level administrators, Board members, external constituents, and/or community members.
• Prior work experience in higher education administration or a C-Suite or executive office.

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 an uploaded resume, including a cover letter, by June 13, 2025. Applications received after this date may be reviewed on a rolling basis until the job has been filled. A cover letter indicating how your qualifications and experience have prepared you for this position. If you have experience that meets any of the preferred qualifications, please include a detailed explanation of any such experience in your cover letter and how it meets the preferred qualification(s).

PA Criminal Required

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

Education Verification Required by Position

An education verification is required for this position because a college degree is a required qualification for this position.

Preview our 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.

2025 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.