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Administrative Assistant II

Apply now Job no: 494327
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 Assistant II (AAII) provides a high level of administrative support for the Chair and members of the Political Science department. The full-time, year-round position involves significant student and faculty interaction, and requires a high level of discretion and professionalism at all times.

Tasks expected of the AAII include support of the chair in the day-to-day running of the department, including tracking student progress and enrollments, communication with students, faculty, and others, budget management and preparation, management of purchasing and procurement for the department, providing supply and facilities coordination, maintenance of the website, keeping of the department calendar, as well as mail delivery support for the department. The AAII will be asked to record and retain necessary documentation of departmental activities, including relevant support of the department’s academic program such as enrollments. In addition, the AAII will be responsible for supporting the organization of 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. The hiring of student workers and the supervision of the department’s student worker will also be required.

Essential Responsibilities:
• Assists the Chair in the day-to-day running of the department by managing office support operations for the department, ensuring timely and effective service and operations.
• Provides administrative services to the Chair and the department, including communication, compiling data, summarizing information and creating reports, creating and modifying documents using word processing software, creating and updating data using spreadsheet software.
• Answers queries (phone, email, and web) and other requests for information in a timely manner.
• Composes routine correspondence on behalf of the Faculty Chair, and edits and proofs materials (including department reports, recommendation letters, grant proposals and scholarly papers) to support the work of the department as needed.
• Maintains hard copy and electronic files, records and logs.
• Manages calendaring and logistics for departmental events, conferences, speakers and meetings, as necessary, assisting in event planning and organizing logistics including space scheduling, catering, and advertising.
• Assists with travel arrangements for chair, departmental members, or invited guests as needed which may include international travel.
• Assists with hiring of research assistants and authorizing their timesheets.
• Keeps track of departmental budget expenditures, and handles requests for payment ensuring accurate coding. Processes and tracks payments/receipts as related to office expenses.
• Coordinates facilities, work orders and maintenance/repair requests as needed.
• Performs other routine clerical responsibilities as needed such as photocopying, filing, collating documents, distributing documents and faxing.
• Stays abreast of current trends and Swarthmore policies and procedures and shows flexibility in managing to evolving needs of the College.
• 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.

Additional Responsibilities:
• Maintains and orders office supplies; may maintain office equipment.
• Provides receptionist duties greeting all visitors.
• Assists during Department’s events.
• Participates as member of College wide committees, as requested.

Supervisory Responsibilities:
Supervision of one Office Assistant Student Worker.

Required Qualifications:
• High School Diploma or equivalent
• 3 to 5 years’ experience in an administrative or office capacity which includes prior experience using computers and office software.
• Mastery of intermediate skill level in Word, Excel, PowerPoint, and internet search software. Proficiency in Access, Banner, and/or other specialized software
• Previous budget management experience preferred
• Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone communications and to written communications such as email, letters, memos, etc.
• Excellent interpersonal and customer service skills.
• Strong planning and organizational skills.

Preferred Qualifications:
• Some college or business school education
• Proficiency in Banner, and/or other specialized software
• Full knowledge of MacIntosh computers, including entering and retrieving information from a database
• Experience working in higher education.

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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