Faculty Administrative Assistant

Job Title

Job Description Summary

Job Description

Haverford Offers Great Benefits: (Add this section if the position is benefits-eligible; otherwise delete.)
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, pursuant to the College’s Work Location Policy, after a successful 90-day review.

About the Position
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.

Primary 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 for the department and programs. Generate and distribute announcements and coordinate lecture series. 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
• 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

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

Minimum Qualifications

• Three years of administrative assistant experience

Professional Competencies

• 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

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.

To Apply: Interested applicants are invited to submit an application, to include a cover letter and resume. The application deadline is July 9, 2024. Application review will begin after the deadline has passed. Please email recruiting@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.