Administrative Assistant

Haverford College • Haverford, PA

4d • Hybrid

About The Position

Haverford College invites applications for our full-time (35 hours a week), non-exempt, benefits-eligible Administrative Assistant opportunity. The Administrative Assistant (AA) provides a wide range of logistical and administrative support to the Hurford Center for the Arts and Humanities, including the Center’s Cantor Fitzgerald Gallery (CFG), with a focus on the financial and longer-term budgetary administration of the Center. The AA handles the logistics for the Mellon Post-Doctoral Program, which includes an annual search and support of the Center’s two current fellows; processes Center awards dispersal and reimbursement; and helps to coordinate student office workers. The AA reports to the Assistant Director of the HCAH, and works closely with the rest of HCAH staff, providing support for the Koshland Director-HCAH, the Associate Director-HCAH, the Associate Director-CFG, the Post-Baccalaureate Fellow-HCAH, and all post-doctoral fellows teaching with the Hurford Center. The AA serves as a primary point of administrative contact and liaison across the college (faculty, students, and staff) and provides support across programs sponsored by the Hurford Center and the Cantor Fitzgerald Gallery.

Requirements

• 3 years of administrative assistant experience
• Budget management experience
• Proficiency with Microsoft Office and Google applications
• Strong attention to detail and a high level of accuracy
• Ability to prioritize projects
• Effective oral and written communication skills
• Ability to collaborate in a team-oriented setting
• Strong interpersonal skills with internal staff and faculty, and outside visitors

Nice To Haves

• Bachelor’s degree or equivalent
• One year of experience in college administration

Responsibilities

• Assist the Koshland Director, Associate Director, and Assistant Director with budgetary administration, including tracking spending, planning annual budget, running monthly budget reports on Hurford Center and Gallery accounts
• Provide support to the HCAH and its various constituents regarding the dispersal of HCAH funds by processing reimbursements, stipends, and honoraria; liaise regularly with the business office, payroll, and HR
• Communicate with HCAH grantees regarding fund dispersal and coordinate other grant funding related details
• Provide administrative support to faculty, all HCAH staff, and pre/postdoctoral fellows
• Coordinate office administrative activities, provide document support, order supplies, answer phones and email, and help to organize student workers, files, and office materials; liaise with staff, faculty, and students across the college
• Assist HCAH Assistant Director with administrative, budgetary, and travel logistics for events and visitors to the Hurford Center
• Assist with special projects, as assigned
• In coordination with the Koshland Director and Assistant Director, manage searches for Mellon Post-Doctoral Fellows, including job posting, travel logistics and, scheduling
• Provide occasional event support, including updating the College web calendar, ordering and/or picking up refreshments, requesting Audio-Visual support, and coordinating venue setup in coordination with rest of HCAH staff
• As part of the Hurford Center team, regularly attend Center events

Benefits

• possible work-from-home opportunities
• automatic 10% retirement contribution to your retirement account upon eligibility (no match required)
• a 50% tuition benefit for dependent children upon eligibility
• 14 paid holidays (including the week before New Year’s Day)
• affordable medical plans
• Health Savings Account contribution of $700 for individuals and$1400 for families (no match required, available to employees enrolled in the High Deductible Health Plan)
• a beautiful arboretum campus with walking trail and easy public transportation access

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree