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Administrative Assistant II

Swarthmore College

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Job Details

Job no: 495078
Work type: Part Time
Location: Swarthmore
Categories: Staff, Hourly (Non-Exempt)

Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods.

Who We Are:

The ENVS program is an interdisciplinary program at Swarthmore College. Our goals are to: 1) Prepare students to be responsible stewards of a rapidly changing and interconnected world. 2) Cultivate an attitude of wonder and awareness of the interconnectedness of the living and nonliving world. 3) Learning from relationships based on reciprocity and aiming to heal those relationships.

The opportunity:

The Administrative Assistant II for Environmental Studies provides a high level of administrative support for the Chair and faculty members. The position involves significant student, staff, and faculty interaction, and requires a high level of discretion, collaboration, and professionalism at all times.

Tasks performed with a high level of autonomy include: financial management, office management; event planning, records and information management, communications; support for faculty hiring and reviews; hiring, training, and supervising student workers.

This is a part-time, benefits eligible, 10-month (August 1 - May 31) position expected to work approx. 20 hours per week, in a hybrid/remote setting (must live in PA, NJ, DE, MD only).

Essential Responsibilities:

Financial Management

• Provides purchasing, budgeting and account support.

• Operating budget, Mellon, UNFCCC COP, research budgets, faculty support, PC delegation and processing.

• Engages in purchasing and spending in consultation with the Chair and according to the department’s needs.

• Distributes, collects, and monitors for accuracy a variety of accounting documents for the department and its faculty, such as invoices, travel forms (for department members as well as visiting examiners), internal requisitions, vouchers, receipts, and purchase orders in order to ensure appropriate billing, reimbursement, payment, and budget reconciliation.

• Uses digital bookkeeping methods (e.g., ChromeRiver and Google Sheets) for tracking accounts and budgets. Reviews monthly income and expense statements, reconciles account activity, investigates discrepancies, and reports information to Chair, in order to ensure accurate charges and control expenditures.

• Prepares honoraria and travel reimbursements for guests.

• Maintains departmental subscriptions and memberships in professional organizations.

Office Management

• Plans and organizes office support operations for the department, ensuring smooth and effective services and operations.

• Provides receptionist duties greeting all visitors. Answers phones and responds to inquiries and other requests for information in a timely manner.

• Performs routine clerical responsibilities, such as, but not limited to:

  • Photocopying, filing, printing, collating documents, distributing documents, faxing.
  • Ordering supplies.
  • Coordinating and distributing incoming mail and preparing and sending outgoing mail and packages.
  • Reporting maintenance issues/repairs, cleaning/housekeeping requests of classrooms and office spaces with Facilities Management.
  • Composes routine correspondence on behalf of the Faculty Chair and other department members and edits and proofs materials for accuracy, using correct format, grammar, punctuation and spelling.

• Oversees facilities scheduling and management including room scheduling, JobX, student work hours, Argos, SwatCentral and garden support.


• Supports the planning, scheduling, and execution of events such as lectures, film series, receptions, conferences, meetings, and department retreats, including the coordination of logistics, housing, catering, space reservations, vehicle reservations, and set up of audiovisual equipment, among other related tasks.

• Liases and collaborates with other departments, programs, and centers to facilitate co-sponsored events.

• Assists with travel arrangements for members of the department and guests as needed, which may include international travel.

• Helps to design and purchase awards, gifts, signs, and other promotional items.

Records and Information Management

• Maintains, coordinates, and regularly updates effective hard copy and digital filing systems (Google Drive; Excel/Google Sheets) to ensure efficient access to relevant records and information, often including confidential files.

• Compiles information and data, summarizes information and creates graphs and reports using word processing and spreadsheet software (including Adobe and Microsoft Office Suite and Google suite applications).

• Take advantage of ITS training opportunities to learn new systems and software as necessary.

• Ensures accuracy regarding the academic information that appears across print and online platforms at the college.


• Maintains departmental bulletin boards and digital signage; prepares, prints, and posts departmental publicity (brochures, flyers, etc.) on web pages and social media accounts.

• Works with faculty and student assistants to maintain social media accounts (e.g. Facebook, Twitter, Instagram, Linked-In and Word Press blog).

• Support faculty in alumni outreach and communications.

Faculty search and reviews

• Serves as primary support person for faculty reviews, organizing materials and managing correspondence related to faculty reviews.

• Works with the Chair to organize job searches (for faculty, students, and staff); manages application processes (e.g. through systems such as Interfolio), places advertisements on various job boards and platforms; and coordinates logistics for on-campus visits, including lodging, hosting, scheduling, catering and event set-up for job talks.

• Assists with orientation and onboarding of new faculty members. Supports the preparation of office space (including procuring keys) and making necessary administrative arrangements with other College offices to facilitate the smooth and efficient entry of new departmental employees.

Special Projects


  • Helps arrange travel and logistics for Swarthmore’s UNFCCC COP delegation.
  • Uploads necessary delegate information into the UN system.

Who you are:

  • High attention to detail and skill for planning events in the short and long term.
  • Initiative to foresee important deadlines and decision points for program coordinator and other faculty.
  • Communicate effectively verbally and in written correspondence.
  • Friendly and approachable demeanor.

What you bring:

Required Qualifications

  • High school diploma with three to five years of job-related experience or an equivalent combination of education and/or experience.
  • Ability to manage budget and allocate purchases to correct accounts.
  • Regularly supervises student employees.
  • Proficiency with Word, Excel, Acrobat, Google Drive, Google Docs, Swarthmore specific web based applications.

What You Will Get:

You’ll work at one of the world's most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus and collaborative work environment. And you will join a team of passionate, creative, and supportive people who work hard and have fun supporting the College community.

Review the Swarthmore Benefits Guidebook, we offer benefit plans starting at $0 per month! Upon benefit eligibility, the College contributes 10% of an employee’s salary to their retirement account. Employees are 100% vested in their accounts on the date participation begins.

Swarthmore Benefits Flyer

Paid Time Off (Staff)

Holiday Schedule

For full consideration, submit applications including a resume with an optional cover letter with pay expectations by February 20, 2023. If you are excited about this role, we want to hear from you!

Swarthmore College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer. Women and minorities are encouraged to apply.

Advertised: Jan 30 2023 Eastern Standard Time
Applications close: Open until filled


Swarthmore College, a highly selective college of liberal arts and engineering, has supported thinkers and doers for more than 150 years. Since 1864, it has lifted students to their full intellectual and personal potential so they can apply their knowledge with meaning and purpose.Swarthmore college main

Located 11 miles southwest of Philadelphia in the borough of Swarthmore, Pennsylvania, Swarthmore has been co-educational since its founding by the Religious Society of Friends (Quakers). Our Quaker founders believed in the practical application of knowledge for the common good. While Swarthmore is no longer a religious institution, these Quaker roots anchor and inform how Swatties learn and work. 

The College offers two degrees: the B.A. in the arts and sciences and the B.S. in engineering. With a student/faculty ratio of 8:1, Swarthmore ensures that its students have close and meaningful contact with their professors.

Swarthmore’s alumni body is small (about 20,000 living alumni) but distinguished. Five Swarthmore graduates have won the Nobel Prize; Swarthmore is also among the top five highest producers of doctorate recipients in the humanities, life sciences, and all sciences combined, with 20 percent of Swarthmore graduates going on to earn a doctorate degree. Some prominent Swarthmore alumni are acclaimed artist Njideka Akunyili Crosby ‘04, novelist Jonathan Franzen ’81, Ashesi University founder Patrick Awuah ’89, Chris Van Hollen ’83, U.S. Senator from Maryland, fashion designer Joseph Altuzarra ’05, and noted sociologist Sarah Lawrence-Lightfoot '66.Swarthmore college main

As of June 30, 2016, the College has an endowment of approximately $1.7 billion. Swarthmore's robust financial aid program ensures the College’s commitment to providing access to an exceptional liberal arts education for all qualified students without regard to their ability to pay and allows the College to meet each admitted student's demonstrated financial need. With one of the most generous financial aid programs in the country, Swarthmore awards aid -- without loans -- to more than half of its students.

True to its Quaker heritage, Swarthmore maintains a commitment to service and the common good. Students find support for service projects through the Lang Center for Civic and Social Responsibility and in the nearby communities of Chester and Philadelphia and around the world. In addition, Swarthmore is one of 10 charter members of Project Pericles, which supports students who propose and implement projects to identify issues and advance solutions.

Swarthmore's residential campus features more than 425 wooded acres, including rolling lawns, a creek, wooded hills, and hiking trails which are maintained by staff horticulturists as the nationally registered Scott Arboretum.

Swarthmore College, a highly selective liberal arts college located in the suburbs of Philadelphia, has supported thinkers and doers for more than 150 years. Swarthmore has a strong institutional commitment to excellence through diversity in its educational program and employment practices and actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world.

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