Faculty Administrative Assistant (Programs)

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.

Work Location: This position will be eligible for a hybrid work schedule after an initial period of up to six months and, pursuant to the College’s Work Location Policy.

About the Provost’s Office and the Tri-Co Philly Program

Built upon a Quaker foundation of hands-on, values-based learning, Haverford College fosters a transformative, inclusive community of inquisitive students, exceptional faculty, and dedicated staff who are wholly invested in the institution. The Provost’s Office is the academic center of Haverford College, and undergirds the unique learning experience at the core of the College’s mission. The Tri-Co Philly Program is an academic program within the Provost’s Office that spans Haverford, Bryn Mawr, and Swarthmore Colleges.

About the Position

The Faculty Administrative Assistant (FAA) provides administrative support for both assigned academic programs (Gender and Sexuality Studies and Africana Studies) and the Tri-Co Philly Program.

In supporting academic programs, the FAA provides full administrative support to the faculty and department chairs in Gender and Sexuality Studies, and Africana Studies by performing recurring procedures, and also by acting on non-routine situations through application of office guidelines and general practices. The FAA performs duties with minimal direction, but may require general supervision for assigned special activities.

As administrative support for the Tri-Co Philly Program, the FAA works directly with the program director to manage the logistics of this urban-focused program, which operates across three colleges (Haverford, Bryn Mawr, and Swarthmore) and the program’s home base in Philadelphia. The FAA assists the director in numerous aspects of the program, including administrative duties similar to the support the position provides to the academic departments. While most of the work takes place on Haverford’s campus, the position does require periodic local travel within the Philadelphia area to support the program.

Primary Responsibilities

• Provide full administrative support to the assigned faculty, department chairs, and Tri-Co Philly Program Director
• 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 for the programs, including the Tri-Co Philly Program. Generate and distribute announcements and coordinate lecture series. Anticipate needs and prepare materials for speakers
• Work with program directors, concentration coordinators, and the Registrar’s Office to schedule courses and classroom assignments
• Assists Tri-Co Philly Program director in ensuring Tri-Co Philly courses listings are accurate in course management systems of three colleges
• Track department and program expenses
• 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
• Works with Director of Academic Scheduling and Distinguished Visitors to set up speaking engagements, travel arrangements, overnight accommodations, and dinners for guest lecturers. Generates and distributes announcement and coordinates lecture series. Anticipates needs and prepares materials for speakers
• Regularly reviews the program/Tri-Co Philly Program websites in consultation with the program director/program coordinator. Submits requests for updating and/or revising content to the Academic Web Support Specialist or performs updates and edits
• Tracks program and Tri-Co Philly expenses and processes payments. Coordinates administrative forms processing for the office. Maintains highly reliable record-keeping system. Exercises discretion in all matters of confidentiality
  • Supports Tri-Co Philly transportation logistics. Oversees program SEPTA account and student access.  May occasionally drive College van to support Tri-Co Philly class field trips

• Supports preparation for and running of Tri-Co Philly twice-yearly weekend-long student orientation in Philadelphia. Periodically attends Tri-Co Philly Program student events in Philadelphia

Line of Report: The Faculty Administrative Assistant reports to the Associate Director for Faculty Programs and  the Director for Tri-Co Philly Program.

Minimum Qualifications

• 3 years of administrative assistant experience

Professional Competencies

• Attention to detail, organizational skills, and ability to manage complexity and prioritize multiple needs at once
• Ability to work in a dynamic, deadline-driven environment to define and, when needed, shift priorities. Demonstrated experience working in a fast-paced, multi-faceted space
• Comprehensive skills and experience managing expense reports, electronically ordering office supplies, office equipment, and vendor payments
• Ability to coordinate multiple programs and event logistics,  including travel arrangements
• Proficiency with MS Office and Google Suite aplications
• Demonstrated stellar customer service and collegial interaction, including working with faculty, staff, and students
• Demonstrated ability to collaborate effectively in a highly team-oriented environment
• Flexibility and ability to multi-task multiple on-going projects

Preferred Qualifications

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

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.

Special Requirements

• Possession of a valid U.S. Drivers’ License and ability to pass a Motor Vehicle Record check

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/Faculty-Administrative-Assistant--Programs-_R604. The application deadline is August 6, 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. Haverford College and our consortial partners are located on Lenape lands.