Faculty Administrative Assistant

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), 10 vacation days, 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 the 3 month probationary period, pursuant to the College’s Work Location Policy.

About the Position
The Faculty Administrative Assistant provides full administrative support to the faculty and department chairs in the assigned location 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. This position supports the departments of English, Creative Writing, Comparative Literature, and the Writing Program.

Primary Responsibilities

• Provide full administrative support to the faculty and department chairs. Create and maintain calendars of their administrative duties, making certain College deadlines are met and compile/prepare complex reports at their request
• Coordinate the preparation/duplication of course packets, assignment sheets, etc.
• Prepares routine correspondence, syllabi, recommendations, one-time reports, and special departmental specific materials
• Responsible for ensuring quality work by reviewing 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 special events for the department/programs
• Work with department chair, program and concentration coordinators and the Registrar’s Office to schedule courses and classroom assignments
• Work with Director of Academic Scheduling and Distinguished Visitors to set up speaking engagements, travel arrangements, overnight accommodations, and dinners for guest lecturers
• Generate and distribute announcement and coordinate lecture series
• Anticipate needs and prepares materials for speakers
• Regularly review the department website in consultation with the department chair
• Submit requests for updating and/or revising content to the Academic Web Support Specialist
• Track department/program expenses
• Coordinate administrative forms processing for the office
• Maintain highly reliable record-keeping system
• Exercise discretion in all matters of confidentiality
• Oversee/assist in training student support staff
• Order supplies and distribute mail in a timely fashion
• Under direction of the supervisor, may conduct special projects as assigned
• Maintain office machines and equipment, coordinating repair services as needed
• Collaborate, and support colleagues across campus and their respective departments
• Act as building advocate. Notify Facilities Management Coordinator of building issues that need attention and follow up to ensure issue has been resolved

Line of Report: The Faculty Administrative Assistant reports to the Associate Director for Faculty Programs.

Minimum Qualifications

• Three years of experience

Professional Competencies

• Comprehensive skills and experience managing expense reports, electronically ordering office supplies, office equipment, and vendor payments
• Ability to coordinate events/programs, schedule building/event/room reservations and make travel arrangements
• Comprehensive knowledge and skills in working with various software programs as follows; MS Office, and Google
• 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

Preferred Qualifications

• Three years of 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.

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_R636. The application deadline is January 12, 2025. 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.