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Administrative Coordinator

Apply now Job no: 494326
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 Administrative Coordinator provides high-level administrative support to the chair and all individual members of the Psychology Department as well as support for the academic program and support for 11 to 13 active scientific laboratories in the department. This 12 month, full time position performs with a high level of autonomy include budget preparation, overseeing purchasing and procurement, providing equipment, supply, and facilities coordination as well as mail delivery support for the department. In addition, the administrative coordinator will support the department’s academic program by tracking student progress, providing information to students about the requirements for their programs, and helping prepare presentations for students about program requirements. The administrative coordinator will be responsible for organizing materials for faculty reviews and searches; drafting and preparing confidential correspondence and documents; and regularly interacting with outside callers and visitors as well as other top-level staff within the College. In coordination with the Research Manager/Academic Assistant, the administrative coordinator will also support the academic program by hiring, training, and supervising student workers to ensure smooth and efficient operation of the department and will coordinate special projects within the department on an as-needed basis.

Essential Responsibilities:

General Administrative Support (20%)
• Composes appropriate routine communications to provide information to department members, college administrators,, and other constituents. Drafts correspondence for Chair's signature or signature of other department members. Edits and proofs materials.
• Coordinates incoming and outgoing department mail and the delivery of packages to offices and laboratories.
• Schedules, confirms, and maintains records of appointments for Chair, and meetings, conferences, and travel for all department members.
• Arranges and facilitates complex scheduling for visiting speakers and candidates for temporary replacement and tenure-track faculty positions.
• Serves as primary support person for faculty reviews, organizing materials and managing correspondence related to faculty reviews.
• Organizes materials for job searches (searches for new faculty and staff), placing advertisings on various job board, and coordinates logistics for on campus visits, including lodging, scheduling, catering and event set-up for job talks.
• Hires and supervises student and part-time or temporary workers as necessary. May assist administrators in the hiring, performance evaluation, discipline, and termination of such workers. May sometimes serve as lead person in coordinating the completion of tasks involving other full- time support staff.
• Provides general support of relevant data related to operations of the department.
• Maintains, coordinates, and regularly updates effective data/records management information.
• Appropriately prioritizes the support requests and anticipated needs of up to fifteen faculty members.

Budget Management (20%)
• Serves as primary budget support for department, coordinating and advising in the planning of budgets for Psychology Department, Neuroscience special major, Psychology Science Equipment, and Social Science Instructional Equipment.
• Completes, distributes, and monitors a variety of accounting documents in order to ensure appropriate billing, payment, and budget reconciliation.
• Uses computerized software (e.g., Excel) as appropriate in order to provide Chair and other pertinent faculty members with correct and current account balances.
• Reviews monthly income and expense statements and reconciles account activity to ensure accurate charges and control of expenditures.

Coordination of Sigma Xi program (5%)
• Coordinate all logistics related to the annual poster session.
• Maintains membership applications for faculty and staff.
• Coordinates logistics for fall and spring speaker series.
• Processes payments for memberships and reimbursements.
• Provide registrar with graduating members.
• Maintain SX web page.

Academic Program Support (45%)
• Assist chair with sophomore planning events and processing major, minor, and honors applications.
• Work with Chair to assign academic advisors to students. Maintaining advisor assignment records as needed.
• Track student progress through the department major, minor, and special majors. Help to check the certification list of seniors both for majors and for special majors involving Psychology. Manage department/program records and keeping histories (study abroad, student records, Sigma Xi, etc.). Cross-checking student’s records across different platforms.
• Assist with student registration.
• Assist chair and faculty with scheduling classes and classrooms, the two-year projection of future course schedules and catalog copy.
• Maintain and update the catalog using Acalog
• Serve as liaison with Honors examiners for Psychology and assist with coordination of Honors examinations for special majors involving psychology (e.g., neuroscience, psychology and education). Gather information from Honors examiners for examiner registration, honors exam scheduling, examiners travel and hotel accommodation and reimbursement.
• Coordinate with Academic Assistant/Research Manager as needed to accomplish these tasks. The Academic Assistant/Research Manager will provide some support for many of these tasks.

Facilities Coordination and Procurement (10%)
• Makes recommendations for purchase of equipment for department and laboratory. Prepares related information to be used by Chair and other faculty members in budget preparation and grant proposals, and creates, maintains, and retrieves detailed files of department and laboratory purchases.
• Takes primary responsibility for arrangements with Media Services for audio-visual equipment and with the Registrar's Office for facilities needed for presentations by visiting speakers and job applicants.
• Maintains all office supplies for department use and maintains supplies for 11 to 13 scientific laboratories.
• Keeps detailed records of vendors and purchases for laboratories and other individual faculty research.
• Researches and arranges service contracts as appropriate for department owned and maintained equipment; arranges and oversees all maintenance of major office equipment e.g., (photocopier, fax, etc.)
• Researches and presents recommendations for departmental purchase of equipment such as audio equipment, copier, and video equipment.
• Schedules and monitors the use of departmental facilities in order to coordinate and facilitate the activities of the department.
• Actively monitors maintenance of the entire building and serves as the primary contact person with Facilities Management to arrange for necessary repairs or modifications to the building and its laboratories; successfully negotiates with outside contractors working in the building so that their work is minimally disruptive to faculty, students, and staff using the building; anticipates any conflicts between scheduling of building repairs and the operation of department laboratories, and attempts to resolve them before consulting the Chair.

Additional Responsibilities:
• Assists new faculty members or temporary workers in orienting to the College and the department. Duties include: helping to assign and prepare office space and laboratories; assisting new employees with their computer needs, such as installing or arranging to have installed necessary software; and making necessary administrative arrangements with other College offices to facilitate the smooth and efficient entry of new departmental employees.
• Plans, arranges, and oversees annual department events for students and faculty, after consulting with Chair.
• Plans, arranges, and oversees occasional special functions for the department, based on detailed attention to and efficient execution of plans with independence, good judgment, and good taste. Duties include arranging invitations, handling responses, coordinating complex and multi-layered arrangements with guests, speakers, and necessary departments within the college.
• Schedules and monitors students taking examinations at other than regularly scheduled times; arranges for the copying of exams and prepares answer keys in a manner that ensures confidentiality.

Supervisory Responsibilities:
• Supervises student workers (up to 20 at any time)
• Supervises part time temporary workers as needed by department

Required Qualifications:
● College degree and at least 2 years of relevant experience or, alternatively, five or more years of experience in an administrative support position that requires considerable autonomy, good judgment, and technical knowledge.
● 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
• Understanding for and appreciation of academic research environments
• Preferred (but not required) experience with Interfolio for hiring searches, reappointments, tenure decisions, and promotions and Excel for record-keeping

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
Applications close:

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