Faculty Administrative Assistant
Haverford College seeks to hire a full time (35 hours per week), non-exempt, benefit eligible Faculty Administrative Assistant. This administrative role is front-facing and performs in a highly collaborative and shared, open space with other administrative assistants.
The position 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. Performs duties with minimal direction. Requires general supervision for assigned special activities. Experience in Higher Education, Workday and EMS a plus.
Essential Functions & Primary Responsibilities:
- Provide full administrative support to the faculty and department chairs in a cooperative manner. 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 own, and to a limited extent, principals’ quality of work by reviewing materials for accuracy and conformity with procedures. Utilizes specialized and technical terminology. Ensures that copies and attachments are accurately distributed in a timely manner.
- Coordinates special events for the department/programs. Works with department chair, rogram and concentration coordinators and the Registrar’s Office to schedule courses and classroom assignments. 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 department website in consultation with the department chair.
- Submits requests for updating and/or revising content to the Academic Web Support Specialist.
- Tracks department/program expenses. Coordinates administrative forms processing for the office. Maintains highly reliable record-keeping system. Exercises discretion in all matters of confidentiality.
- Oversees/assists in training student support staff.
- Orders supplies and distributes mail in a timely fashion.
- Under direction of the supervisor, may conduct special projects as assigned.
- Responsible for maintaining office machines and equipment, coordinating repair services as needed.
- Collaborate, and support colleagues in the KINSC and their respective departments as needed
- 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: This posiiton reports to the Supervisor of Faculty Support Services
Education, Training, & Experience:
- 1- 3 years of experience required, preferably in a higher education environment
- Bachelor’s degree or equivalent in training and experience preferred
- Must have comprehensive skills and experience managing expense reports, electronically ordering office supplies, office equipment, and vendor payments
- Competent ability to coordinate events/programs, schedule building/event/room reservations and make travel arrangements is required
- Must have comprehensive knowledge and skills in working with various software programs as follows; MS Office and Google are required. Experience with Workday and EMS platforms are preferred
- Demonstrated stellar customer service and collegial interaction is required
- Must have established experience in a highly team-oriented, collaborative environment
- Demonstrated experience working in a fast-pace, multi-faceted, space
- Must be flexible and have ability to multi-task various on-going projects
Physical Demands and Environmental Conditions Required of this Position:
- Lifting (to exert strength to move objects from one place to another):
- Sedentary Lifting: (0-10 pounds) Up to three hours
- Light Lifting (10-20 pounds): Up to three hours
- Moderate Lifting (20-50 pounds): Never
- Heavy Lifting (50 to 100 pounds): Never
- Pulling (to exert force upon an abject to move or change its direction: Up to three hours
- Pushing (to draw an object toward oneself to move or change its direction): Up to three hours
- Carrying (to hold objects while moving entire body): Up to three hours
- Reaching or working above shoulder (to extend arms upward or outward away from body): Never
- Walking (to move entire body in erect position): Up to three hours
- Standing (to maintain body in erect posture in stationary position): Up to three hours
- Sitting (to rest weight on buttocks and back of thighs with legs bent at knees): Up to three hours
- Crouching/Stooping (to bend upper body forward while fully flexing knees): Up to three hours
- Kneeling (to maintain upper body in erect position while resting knees on ground): Up to three hours
- Climbing (to ascend or descent heights using ladders, scaffolding, stairs, poles, inclined surfaces): Up to three hours
- Twisting (to rotate upper body while feet remain stationary): Up to three hours
- Driving (operating a motor vehicle, crane, tractor, forklift, etc.): Never
- Exposure Limitation (i.e., cold water, dust, gas, fumes, extreme temperatures): Never
To Apply: Interested candidates should apply by completing an application, to include a cover letter, resume, and the names and contact information of three (3) references, by visiting https://haverford.wd1.myworkdayjobs.com/en-US/External/job/Haverford-Campus/Administrative-Assistant_R223. The application deadline is Friday, September 27, 2019. Failure to provide the required documents may result in lack of consideration. Haverford College does not sponsor work visas.