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Administrative Coordinator

Apply now Job no: 494291
Work type: Full Time
Location: Swarthmore
Categories: Administration

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.


The administrative coordinator provides high-level administrative support to the Chair, regular faculty members, and off-ladder faculty and ensemble directors for the Music program, as well as support and coordination of the department’s space in the Lang Music Building. Tasks performed with a high level of autonomy include: budget management (restricted and unrestricted) for the Music program and its ensembles and faculty; drafting and preparing correspondence and documents with minimal supervision; data management; coordination of public events (together with the Concert and Production Manager); professional interactions with other faculty and staff members within the College; coordinating and managing visiting performers, lecturers, prospective students, and other visitors to the department; equipment, supply, and facility coordination; mail delivery support; scheduling support for department members, including performing spaces; hiring, training, and supervising student workers; supporting web-based departmental information; and telephone support. In addition, the incumbent acts as the public face of the Department in the Department office in person, by telephone, and online as the responder to emails addressed to, fielding questions from students, prospective students and their
parents, and providing information about the academic music program, the department ensembles, the private lessons program (Music 48) and the chamber music program (Music 47).

Essential Responsibilities:

General Administrative Support:

  • Acts as the public face of the Department in the Department office in person, by telephone, and online as the responder to emails addressed to, fielding questions from students, prospective students and their parents, visiting artists and instructors, and job candidates; addressing their inquiries, and, when relevant, directing them to appropriate faculty members or other staff members for services needed.
  • Compiles nominations for Music awards from the faculty each spring and ensures awards are distributed and accounted for.
  • Maintains up-to-date expertise about the College telephone, computer, and data management systems as well as the software package systems that the department has developed for its own purposes. Instructs faculty members and other staff about the use of these systems.
  • Prepares posters for advertising courses as directed by faculty members.
  • Advises department members of proper procedures and policies in a diplomatic and courteous manner, in order to ensure appropriate standards and requirements are met. Maintains accurate and up-to-date knowledge about Business Office procedures, general business practices, and human resource policies related to department members and job applicants.
  • Maintains relations with alumni through annual newsletter.
  • Assists new faculty members in orientating to the College and the department.
  • Duties include: helping assign and prepare office and performance space; assisting new employees with computer needs, such as installing and arranging for necessary software (some of which may be specialized for the music program); and making necessary administrative arrangements with other College offices to facilitate the smooth and efficient entry of the new faculty member.

Budget Management:

  • Serves as primary budget support for all departmental budgets and restricted funds (currently 9 operating budgets, 15 restricted funds, 9 faculty research funds).
  • Manages and submits student payroll for the department.
  • Works with department chair to develop and submit annual budget projections.
  • Submits add-pays for the music faculty and staff.
  • Submits travel and research reimbursements for the music faculty and staff.
  • Processes Cooper payments.

Coordination of Independent/Private Lessons, Chamber Music Program, and Department Ensembles:

  • Music 48 (Private lessons for credit)
    • Serves as the point person for this course which includes the collection of student information (teacher, instrument, ensemble, subsidy level), course evaluations for 70 – 80 students from all private teachers, and the submission of financial aid requests each semester to the Financial Aid office.
    • Ensures that the requirements of the course have been met by both the students and the private teachers.
    • Organizes all data in MS Excel or Google Forms for the use of the Music Program chair.
    • Collects and processes payment information for approximately 40 private teachers each semester. 
  • Music 47 (Fetter Chamber Music Program)/ Ensemble Hiring (Chorus, Orchestra, Jazz and Wind Ensembles)
    • Ensures that the requirements of Music 47 course have been met by both student groups and coaches.
    • Processes semester payments to private coaches and professional musicians for ensembles (done via Business Office).

Academic Responsibilities:

  • Tracks Majors/Minors – maintains a database (Excel) of all current majors and minors in the music program, which assists the faculty in their student advisor roles.
  • Ensures Course Schedule, Catalog and Music program website content is up-to-date.
  • Honors Program – point person on assuring that the Honors process is adhered to according to the guidelines from the Honors Program.
  • Responsibilities include all travel, lodging and payments associated with Honors as well as ensuring the timely submission of Honors materials from the examiners.
  • Meets with prospective students and their families.
  • Manages the solicitation of references and gathering of documents on Interfolio for hiring searches, reappointments/reviews, and promotion files.
  • For hiring searches, schedules interviews and makes hotel and dinner reservations for visiting candidates.
  • Assists faculty, especially new faculty, in navigating the college administrative bureaucracy.
  • Assists faculty in coordinating and executing off-site learning – i.e., students’ travel and ticket reimbursement to concerts and performances; hosting student-centered events such as Senior lunches and Sophomore planning meetings; coordinating Cooper-sponsored event logistics when necessary.
  • Hires, assigns tasks, instructs, or gives directions to student, part-time, or temporary workers as necessary to ensure that department needs are met. May assist in the hiring, performance evaluation, discipline, and termination of such workers.

Facilities and Procurement:

  • Oversees assignment and distributes keys for student music lockers for instrument storage.
  • Oversees loans of department-owned instruments for student ensemble members.
  • Manages piano maintenance, repairs, and tunings, in collaboration with faculty.
  • Oversees, orders, and maintains all department supplies, materials, and forms in order to support departmental goals and activities.
  • Takes primary responsibility for all contact with outside vendors for purchase of equipment and supplies for departmental and studio use and ensures delivery in a timely manner.
  • Actively monitors needs for maintenance of the Lang Music Building and serves as the primary contact person with Facilities Management to arrange for necessary repairs or modifications to the building; successfully negotiates with outside contractors working in the building so that their work is minimally disruptive to faculty, students, and staff using the building.
  • Collaborates with Concert and Production Manager on classroom, practice room, and concert hall scheduling in Lang Music Building.

Supervisory Responsibilities:

Oversees and manages student workers as assigned.

Required Qualifications:

  • Some college preferable, and at least five years experience working in an office environment.
  • Must be willing and able to learn new technologies, platforms, and software as they evolve and are adopted for use by the College.

Preferred Qualifications:

  • Bachelor’s degree strongly preferred.
  • Background in music helpful. Must have an appreciation for the performing arts.
  • Preferred (but not required) experience with Interfolio for hiring searches, reappointments, tenure decisions, and promotions and Excel for record-keeping for Music 48.


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. 

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