Administrative Coordinator

1 week ago

Swarthmore, United States Swarthmore College Full time
Administrative Coordinator

Job no: 495506
Work type: Full Time
Location: Swarthmore
Categories: Staff, Hourly (Non-Exempt), On Campus

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:

Swarthmore's Engineering Department provides a strong technical education in concert with the College's outstanding liberal arts program. Small classes ensure that students work closely with faculty members throughout their time at Swarthmore. The curriculum includes a core program of engineering, science, and mathematics as well as a broad selection of elective courses to provide a flexible base of knowledge and technique. Within engineering, students may specialize in civil/environmental, computer, electrical, or mechanical engineering, or develop a customized program by combining these fields with additional coursework in areas such as chemistry, biology, or computer science.

The professional practice of engineering requires creativity and confidence in applying scientific knowledge and mathematical methods to solve technical problems of ever-growing complexity. The pervasiveness of advanced technology within our economic and social infrastructures demands that engineers more fully recognize and take into account the potential economic and social consequences that may occur when significant and analytically well-defined technical issues are resolved. A responsibly educated engineer must not only be in confident command of current analytic and design techniques but also have a thorough understanding of social and economic influences and an abiding appreciation for cultural and humanistic traditions. Our program supports these needs by offering each engineering student the opportunity to acquire a broad yet individualized technical and liberal education.

The opportunity:

Reporting to the Department Chair, the Administrative Coordinator provides high level administrative support for the Engineering department. Tasks include supporting the chair in the day-to-day running of the department, 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 AC will be asked to record and retain necessary documentation of departmental activities. In addition, the AC 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

Administrative Support (30%)

  • Plans and organizes office support operations for the department, ensuring smooth and effective services and operations.
  • Maintains, coordinates, and regularly updates effective hard copy and digital filing systems (Google Drive; Excel/Google Sheets) to ensure efficient access to relevant records and information, often including confidential files.
  • Compiles information and data, summarizes information and creates graphs and reports using word processing and spreadsheet software (including Adobe and Microsoft Office Suite and Google suite applications).
  • Performs routine clerical responsibilities, such as, but not limited to:
  • Provides receptionist duties greeting all visitors. Answers phones and responds to inquiries and other requests for information in a timely manner.
  • Photocopying, filing, printing, collating documents, distributing documents, faxing;
  • Ordering supplies;
  • Maintenance of office equipment;
  • Coordinating and distributing incoming mail and preparing and sending outgoing mail and packages;
  • Reporting maintenance issues/repairs, cleaning/housekeeping requests of classrooms and office spaces with Facilities Management.
  • Composes correspondence on behalf of the Faculty Chair and other department members and edits and proofs materials for accuracy, using correct format, grammar, punctuation and spelling.

Financial Management (20%)

  • Engages in purchasing and spending in consultation with the Chair and according to the department's needs
  • Complete, distribute, and monitor a variety of accounting documents, such as invoices, travel forms, internal requisitions, vouchers, receipts, and purchase orders in order to ensure appropriate billing, payment, and budget reconciliation.
  • Pay invoices and process orders, and Process check request, deposits, and petty cash accounts.
  • Help faculty with managing their research grants, reimbursement (for travel, food, etc), and purchase of equipment.
  • Maintain locally based bookkeeping system and database for departmental budgets and grants, including faculty research grants.
  • Review monthly income and expense statements, reconcile account activity, investigate discrepancies, and report information to the chair, in order to ensure accurate charges and control of expenditures. Request corrections from the Business Office.

Events and Activities (20%)

  • Supports the planning, scheduling, and execution of events such as lectures, ENGR week, E90 events, receptions, conferences, meetings, and department retreats, including the coordination of logistics, housing, catering, space reservations, vehicle reservations, and set up of audiovisual equipment, among other related tasks.
  • Seeks out and employs helpful online communications and organizational tools (e.g. scheduling polls).
  • Liases and collaborates with other departments, programs, and centers to facilitate co-sponsored events.
  • Assists with travel arrangements for members of the department and guests as needed, which may include international travel.
  • Helps to design and purchase awards, gifts, signs, and other promotional items.

Academic Program Support (10%)

  • Ensures accuracy regarding the academic information that appears across print and online platforms at the college.
  • Maintain the department's database of student course study plans and emailing lists.
  • Work with the chair to assign academic advisors to students. Maintain advisor assignments records.
  • Assist with student's course registration, including checking students' prerequisites for courses and conducting pre-registration lotteries. Register students with Registrar for thesis/directed readings.
  • Maintain and update courses using catalog using Acalog.
  • Work with chair in creating and updating courses and seminars. Facilitate creation of course schedule each semester, making sure to avoid conflicts and following College guidelines.

Faculty Reviews & Searches (10%)

  • 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.
  • Coordinate schedule for job candidates, including setting up meetings with all full-time faculty and the Provost's Office

Additional Responsibilities (10%)

  • Performs special projects such as ABET visits, Engineering council, Alumni Survey, Senior Survey, ASEE faculty survey, and ENGR 10.
  • Performs other job-related duties as assigned.

Supervisory Responsibilities

  • Regularly supervises the day-to-day work of a group of student employees.

Who you are:

  • Communicate effectively verbally and in written correspondence.
  • Friendly and approachable demeanor when interacting with students & others

What you bring:

Required Qualifications

  • High school diploma or equivalent with five years of job-related experience or an equivalent combination of education and experience.
  • High attention to detail and skill for planning events in the short and long term.
  • Initiative to foresee important deadlines and decision points for chair and other faculty.
  • Ability to manage a budget and allocate purchases to correct accounts.

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 pay expectations including a resume and cover letter by December 1, 2024. Applications received after this date may be reviewed on a rolling basis until the job has been filled.

PA Criminal Required

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

Review the 2025 Swarthmore Benefits Guidebook. 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.

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.

Advertised: Nov 06 2024 Eastern Standard Time
Applications close:

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