Faculty Administrative Assistant

Haverford College

6d • Hybrid

About The Position

Haverford College invites applications for our full-time (35 hours per week), non-exempt, benefits-eligible Faculty Administrative Assistant (Social Sciences/Humanities) opportunity. The Faculty Administrative Assistant (Social Sciences/Humanities) provides full administrative support to the faculty and department chairs in Classics; Political Science; and Peace, Justice, and Human Rights (PJHR) by performing recurring procedures, and also by acting on non-routine situations through application of office guidelines and general practices. The Faculty Administrative Assistant performs duties with minimal direction, but may require general supervision for assigned special activities.

Requirements

• Three years of full-time administrative assistant experience
• Comprehensive skills and experience managing expense reports, electronically ordering office supplies, office equipment, and vendor payments
• Ability to coordinate multiple programs and event logistics
• Proficiency with MS Office and Google applications
• Demonstrated stellar customer service and collegial interaction
• Ability to collaborate effectively in a team-oriented setting
• Demonstrated experience working in a fast-paced, multi-faceted, environment
• Flexibility and ability to multi-task multiple on-going projects

Nice To Haves

• Administrative experience in a higher education environment
• Bachelor’s degree or equivalent in training, and experience
• Experience with Workday and Event Management Software (EMS)

Responsibilities

• Provide full administrative support to the faculty and department chairs
• Create and maintain calendars to make certain College deadlines are met
• Coordinate the preparation and duplication of course packets, assignment sheets, etc.
• Prepare routine correspondence, syllabi, recommendations, one-time and complex reports, and special departmental specific materials
• Responsible for ensuring quality work by reviewing grant-related, academic, and other materials for accuracy and conformity with procedures, utilizing specialized and technical terminology.
• Ensure that copies and attachments are accurately distributed in a timely manner
• Coordinate and assist with special events, including lecture series, for the department and programs.
• Create, generate, and distribute accessible posters/announcements for those special events.
• Anticipate needs and prepare materials for speakers
• Work with department chair, program directors, concentration coordinators, and the Registrar’s Office to schedule courses and classroom assignments
• Regularly review the department website and submit requests for updating and revising content to the Academic Web Support Specialist
• Track department and program expenses, including monitor budgets, regularly update faculty on the status of their budgets, and submit procurement of credit card transactions on behalf of and in consultation with faculty
• Coordinate administrative forms processing for the office and maintain highly reliable record-keeping system
• Exercise discretion in all matters of confidentiality
• Oversee and assist in training student support staff
• Under direction of the supervisor, conduct special projects as assigned
• Order supplies and distribute mail in a timely fashion.
• Responsible for maintaining office machines and equipment, coordinating repair services as needed
• Collaborate and support other faculty administrative assistants and their respective departments as needed
• Notify Facilities Management Coordinator of any building issues that arise and follow up to ensure resolution

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: Mid Level
• Education Level: Associate degree