Administrative Assistant and Project Coordinator

3 weeks ago

Haverford, United States Haverford College Full time

**Work Location**: This position will be eligible for a hybrid work schedule, pursuant to the College’s Work Location Policy.

**About the Position**

**Primary Responsibilities**

General Administrative Support:

- Coordinate the administration and programming of the grant
- Assist with maintenance and organization of electronic and paper records
- Order and maintain office supplies
- Serve as a point person for external and internal contacts
- Assist staff with administrative aspects of program implementation
- Assist with the maintenance of the Principal Investigator’s and Project Manager’s calendars

Finances:

- Assist with the payment processing needs: expense reports, supplier registration, supplier payments, and procurement card verifications
- Track expense activity via both Workday and independent Excel ledger
- Ensure proper procedures and grant policies/practices are followed for all financial transactions
- Support grant reporting activities (e.g., by providing data, drafting, and editing)

Meetings and Events:

- Assist with scheduling, organizing, and communications regarding meetings and events
- Provide accurate minutes of committee meeting proceedings
- Reserve rooms and ensures technology is set-up appropriately for meetings/events
- Create and distribute advertising, materials, and texts for meetings and events
- Provide administrative and logístical support to ensure well-organized programs and events
- Assist with efficient delivery of logístical and travel support, room reservations, catering, housekeeping, etc.
- Serve as a contact for outside catering vendors and work to obtain necessary documentation for use of outside catering

Project Manager, Committee, and Faculty Support:

- Assist faculty with course planning
- Support and facilitate the practicalities of the community partnerships, including liaising with partners, arranging travel, processing stipends, coordinating visits, confirming appointments

Summer Internships:

- Serve as the summer internship coordinator, providing direct support to internship process
- Advertise internship opportunities
- Oversee required paperwork, ensuring payments are made, communicating with host institutions and partners, etc.

**Line of Report**:The Administrative Assistant and Project Coordinator reports to the Operations Manager of the Center for Peace and Global Citizenship, with co-reporting to the Together with Humanities Project Director and the Together with Humanities Project Manager.

**Minimum Qualifications**
- Bachelor’s degree or corollary experience

**Professional Competencies**
- Effective verbal and written communications skills
- Well-developed administrative abilities and attention to detail
- Ability to problem-solve and manage multiple projects and assignments
- Strong interpersonal skills: must be able to work with multiple constituents (students, staff and faculty)

**Preferred Qualifications**
- Interest in and understanding of higher education and community partnerships
- Bilingualism in Spanish and English
- Knowledge of office procedures and business communications
- Event planning experience
- Previous work experience in an institution of higher education
- Experience with Workday and Eventbrite

**Special Requirements**
- Possession of a valid U.S. Drivers’ License and ability to pass a Motor Vehicle Record check

Haverford College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status. Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically

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