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:

The Provost’s Office provides administrative support for academic division chairs (Arts & Sciences, Interdisciplinary Programs, Natural Sciences/Engineering, and Social Sciences) and is seeking an experienced Administrative Assistant to us on a part-time basis throughout the academic year. The anticipated work schedule will include approximately 10-15 hours per year.

The opportunity:

Ensure the smooth and efficient operation of the activities related to these positions, and coordinates with the Provost’s Office. Provides scheduling support for divisional meetings, and support for special projects (symposia, social events, etc.); equipment, supply, and facility coordination; mail and delivery support; telephone, social media and e-mail support. This is a great opportunity for a current employee at Swarthmore to expand their knowledge and skills.

• Prioritizes support requests by division chairs.
• Assists division chairs with event planning and organizing; reserves space for events.
• Prepares honoraria and travel reimbursements for outside speakers.
• Keeps division chairs on track with reminders about deadlines and ongoing tasks.
• Communicates in a reasonably timely fashion and actively listens responsively to division chairs’ concerns and suggestions, and provides appropriate remedies, if possible, in order to resolve problems. Appropriately refers to the Provost’s Office when unable to resolve concerns.
• Coordinates with the Provost’s Office to ensure accurate charges and control of expenditures for academic divisions’ events.
• Maintains, coordinates, and regularly updates effective digital filing systems (Google Drive; Excel/Google Sheets) to ensure efficient access to relevant records and information.
• Compiles data and ensures accuracy regarding academic information.
• Advises division chairs on proper procedures and policies, in order to ensure appropriate requirements are met.
• Accurately uses various word-processing, database and spreadsheet software and equipment to type correspondence, reports, minutes, lists, forms and other documents, including Google or Microsoft Office Suites, and Adobe.
• Edits and proofs materials for accuracy and compliance with guidelines: determines and uses correct format, grammar, punctuation, and spelling, to support the work of departments.
• Performs other job-related duties as assigned

Who you are:

• Excellent communication and organization skills required.
• Strong edition and proofreading skills necessary.

What you bring:

• High school diploma
• Strong typing and word processing skills and the ability to learn new computer software as necessary, including MS Office Suite, Moodle, and Google suite
• Excellent scheduling skills, including use of scheduling software (Google’s Schedule One, Doodle, etc.)

For full consideration, submit applications including resume and cover letter with pay expectations by January 13, 2023. If you are excited about this role, we want to hear from you!

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.