Administrative Coordinator
Haverford College invites applications for our full-time (40 hours per week), non-exempt, benefits-eligible Administrative Coordinator opportunity.
Haverford Offers Great Benefits: The College offers a comprehensive benefits program that includes 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 off), Health Savings Account contribution of $650 for individuals and$1300 for families (no match required), affordable medical plans, and a beautiful arboretum campus with walking trail and easy public transportation access. Please visit the Benefits page (https://www.haverford.edu/human-resources/benefits) for more information.
About Haverford’s Center for Career and Professional Advising (CCPA)
The CCPA team supports students and alumni from diverse backgrounds in achieving their educational and career goals. We empower students to explore their passions, achieve their aspirations, and make meaningful contributions to the world beyond Haverford College. Our comprehensive services include personalized career, fellowship, and graduate/professional school advising. Specifically, we assist students with major and career exploration, provide guidance on gaining valuable experience through internships, and strengthen professional development and career readiness skills. We facilitate connections with alumni, employers, graduate programs, and fellowship opportunities through myriad events. Additionally, we provide resources for summer funding and career readiness training to equip emerging professionals with the skills and confidence needed to thrive in today's competitive job market.
About the Position
The Administrative Coordinator is pivotal in ensuring the smooth functioning of Haverford College’s Center for Career & Professional Advising (CCPA). This role encompasses a variety of responsibilities, including coordinating departmental operations, budget monitoring, and providing administrative support to the team. This position offers an exciting opportunity to contribute to the success of Haverford students and alumni in their career pursuits by ensuring the successful operation of the CCPA.
Primary Responsibilities
- Schedule Executive Director’s meetings with campus and external partners, including travel arrangements for offsite meetings
- Prepare, complete, distribute, and monitor accounting documents such as invoices, travel forms, internal requisitions, vouchers, check requests, receipts, and purchase orders to ensure appropriate billing and budget reconciliation
- Track operational and special fund budgets; monitor CCPA’s budget activity, including pre-health and pre-law budgets, via Workday and Google Sheets, advising the Executive Director on expenditures
- Reconcile credit card transactions for CCPA team members in Workday
- Provide an annual report on fund expenditures at the end of each fiscal year
- Initiate and process departmental contracts, communicating with vendors and campus departments
- Screen and distribute mail, order office supplies, and manage furniture inventory
- Respond independently to routine CCPA communication and emails sent to the primary email account, directing emails to appropriate team members
- Ensure technical setup for weekly team meetings and daily appointment check-ins
- Reserve space in CCPA for student interviews and committee meetings
- Review alumni requests for the career center job posting system; provide alumni access
- Manage student requests for access to subscription-only career resources and work with vendors to acquire additional codes as needed
- Maintain campus and local part-time job posting process
- Assist with the preparation and monitoring of all CCPA-distributed internship stipends
- Review and approve pending events, assigning appropriate labels in Handshake
- Manage Career Closet inventory, collection, and distribution process
- Update CCPA bulletin boards promptly with relevant program announcements
- Prepare materials for staff, including sourcing print and promotional items for tabling events and presentations
- Coordinate and schedule student intern schedules; guide interns regarding email communication and delegation of questions to CCPA staff
- Assist with tracking student attendance at events
- Assist with other administrative duties as assigned
Line of Report: The Administrative Coordinator reports to the Executive Director of CCPA.
Minimum Qualifications
- 1 year of professional work experience in an administrative coordinator role
Professional Competencies
- Proficiency in budgeting and financial management
- Demonstrated ability to manage workflows and procedures independently
- Effective verbal and written communication skills
- Well-developed administrative abilities, attention to detail, and skill in task prioritization
- Ability to manage multiple projects and assignments
- Capability to effectively liaise with and be accountable to team members
- Strong interpersonal skills and the ability to work with various constituents, including students, alumni, employers, staff, and faculty
- Proficiency in Microsoft Office Suite and G Suite (Gmail, Calendar, Drive, Docs, Sheets)
- Dedication to fostering diversity and inclusion in the workplace and supporting a diverse student population
Preferred Qualifications
- 3 or more years of professional experience in an administrative coordinator role
- Previous experience in administrative support and event coordination within a higher education career center
- Familiarity with Handshake, Workday and Airtable
We are aware that some people are less likely to apply for jobs unless they meet every qualification in the job description including the preferred qualifications. We are most interested in finding the best candidate for the job, and recognize that a successful candidate may come from a less traditional career trajectory, such as having skills and abilities gained outside a classroom context, or an equivalent skill set. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.
To Apply: Interested applicants are invited to submit an application, to include a cover letter and resume by visiting https://haverford.wd1.myworkdayjobs.com/External/job/Haverford-Campus/Administrative-Coordinator_R600-1. The application deadline is October 3, 2024. Application review will begin after the deadline has passed. Please email recruiting [at] haverford.edu with questions about submitting your materials. Should the search committee be interested in pursuing your candidacy, you will hear from them directly. Finalists will be asked to provide three professional references.
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 marginalized and/or underrepresented identities are especially encouraged to apply.
We at Haverford College recognize that we live and work on Lenape land and pay respect and honor to the caretakers of this land, from the time of its first human inhabitants until now, and into the future. We seek to maintain and build upon our current and ever-evolving connections with members of Lenape tribes and communities, in recognition of our intertwined histories and with a goal of moving toward right relationship between the Haverford of today and Lenape peoples.