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Assistant Provost for Administration

Apply now Job no: 494304
Work type: Full Time
Location: Swarthmore
Categories: Administration, 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.

The Office of the Provost and Dean of the Faculty seeks a seasoned professional academic administrator to support the overall operations of the academic portfolio. Reporting to the Associate Provost for Administration, the Assistant Provost for Administration serves as a critical resource to the Provost’s Office, the academic community, and the broader administrative offices of the College. Working in a demanding, fast-paced, and nuanced environment, this position interfaces daily with key constituents across the college, including senior administrators, faculty, staff, and students to assure smooth operations of the academic area and its touchpoints with the broader administrative infrastructure of the College. As a strategic consultant to faculty and staff, this newly reimagined position serves as a critical touchpoint for the Provost’s Office and the broader campus community, serving both the academic affairs needs of the office, but also serving as a critical liaison for other offices and initiatives at the College. In addition, the position also supports the overall operations of the Provost’s Office and the academic area in accordance with trends both internal and external to the College, and conducts research for special projects as needed.

The incumbent leads initiatives with a high level of independence and is called upon to represent the interests of the Provost’s Office to key stakeholders across the College. They must be able to cultivate and maintain strong professional relationships and must take initiative and work independently while being a congenial member of the Provost’s Office team and the broader college community. The incumbent will deal regularly with highly sensitive situations and privileged, confidential subject matter, which requires excellent personal judgment and a keen sense of professional discretion.

About the Provost’s Office

The Provost and Dean of the Faculty (i.e. Provost) is the chief academic officer of the College, providing administrative leadership, direction, and evaluation for all academic activities and faculty affairs of the college. In addition to overseeing the faculty and academic departments, the Provost provides leadership to administrative entities at the college, including athletics, ITS, the Libraries, the Lang Center for Civic and Social Change, Off-Campus Study and various teaching and learning centers including the Center for Inclusive Excellence and the Writing Center. She chairs the Council on Educational Policy, and co-chairs the Curriculum Committee, and the Committee for Faculty Procedures. The Provost guides the agenda of the Committee on Promotion and Tenure, providing strategic direction for these governing bodies. The Provost is responsible for all aspects of faculty personnel policy, including appointments, reappointments, tenure and promotion, and provides oversight to all academic budgets. The Provost’s Office is the point of contact for matters of general academic policy and faculty personnel policy, and serves the academic community on behalf of the President when the President is unavailable.

Essential Responsibilities:

Academic Administrative Operations

  • The Assistant Provost for Administration serves as an advisor to department chairs, administrative department heads, faculty and academic staff, and the broader college community regarding the academic and administrative operations of the academic area.
  • Serves as a critical resource for department and program chairs, faculty, and staff and administrators across the College seeking guidance regarding the policy, practice, and operations of the academic area
  • Represents the Provost’s Office and overall academic area to various stakeholders through committee representation as requested by the Associate Provost
  • Oversees initiatives in support of the overall academic program, including stewarding records and documents pertaining to faculty governance
  • Directs special projects as needed, collaborating with department chairs, faculty, staff, and administrators as needed
    Provides support to faculty governance, including annual updates to relevant faculty governance materials, and assures accurate record keeping of faculty meetings and faculty action


Strategic Planning & Reporting

Under the direction of the Associate Provost of Administration, the Assistant Provost of Administration ensures accurate data reporting for internal and external stakeholders across a wide range of areas within the portfolio of the Provost and Dean of the Faculty, conducts analysis and research as necessary. More specifically:
Faculty Lifecycle

  • Collaborates with Associate Provost and the Institutional Research Office on the College’s submissions to external reporting agencies and other surveys about Faculty staffing, demographics, appointments, and salaries.
  • Tracks faculty demographics and supports the management of faculty lifecycle data within Banner and related databases, including tracking of sabbatical leaves, projected dates for faculty reviews and reappointments, working closely with Provost’s Office staff to ensure accurate data maintenance.
  • Works with Associate Provost, ITS, IR, and other administrative offices to conduct internal surveys and data collection relevant to the faculty lifecycle.
  • Working closely with the Associate Provost and academic departments, collects and analyzes annual staffing and enrollment reports, generating comprehensive reports used by used by the Council on Educational Policy as part of the faculty tenure line allocation.

Budget and Planning

  • Under the direction of the Associate Provost, conducts analysis on budget and planning-related matters and produces budget-related briefings and materials for the Provost and Dean of the Faculty both in preparation of the annual budget cycle and ad-hoc as needed.
  • Under the direction of the Associate Provost, monitors the overall financial resources of the academic portfolio, including the use of restricted funds, and identifying areas for improved compliance and stewardship of overall resources in support of the academic program.
  • Working with the office of institutional relations and the business office and provost’s office, ensures the proper stewardship of institutional grants supporting the academic portfolio.


Project Management and Business Operations

  • The Assistant Provost for Administration provides guidance for the academic business operations of the Office of the Provost and the academic area, making recommendations for business process improvements within the context of external and internal trends and advances.
  • Provides guidance on matters impacting the technical and business operations of the broader academic portfolio, serving as an advisor to the Associate Provost and a consultant to colleagues seeking guidance on the operations of the academic area.
  • Manages the implementation of campus-wide initiatives on behalf of the academic area, collaborating cross-functionally with administrators, department chairs, faculty and staff across the College to achieve institutional-wide campus objectives.
  • Working with the office staff, participates in the implementation of strategic business process improvements and initiatives for Provost's Office, defining business requirements for new business information needs and providing leadership to external and internal stakeholders through all points of the project lifecycle.
  • Assists in the annual training cycle for various constituents within the academic area, providing training on relevant policies and procedures and related academic administrative software.
  • Provides guidance to the office and academic area related to data governance and data stewardship at the college, including the identification of gaps within existing infrastructure and implementation of new functionality.
  • Identifies and develops new data and reporting functions for the office, soliciting partnerships across campus offices and collaborating with ITS when necessary.

Additional Responsibilities:
Other duties as assigned

Supervisory Responsibilities:
The role does not currently have ongoing supervisory responsibilities but may provide work direction for other staff. And, in anticipation of evolving changes, the ability and interest in the supervision of others is desired.

Required Qualifications:
Bachelor's degree required
5+ years higher education experience required, ideally working in academic administration
Experience with and proficiency in reporting writing language and programs (SQL preferred)
Excellent organizational skills, including the ability to properly prioritize short-term and longer-term tasks, projects, and goals
Proven research and analytical skills
Highly polished expressive skills (oral and written), including the ability to write graceful and grammatically accurate prose, to communicate with tact in sensitive situations, and to interact maturely and effectively with constituents at all levels of the College

Preferred Qualifications:
Master's degree preferred.
Experience with enterprise software, including Ellucian’s Banner, Interfolio’s Faculty Search and Review, Promotion, Tenure, and reporting tools such as Evisions Argos
Additional experience with business process improvement within an institution of higher education preferred


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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