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Project Manager/Office Manager-EPIC

Earlham College
Earlham College - Richmond, IN, 47374

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Job Details

Job Details

Level: Experienced

Job Location: Earlham College - Richmond, IN

Position Type: Full Time

Education Level: 4 Year Degree

Job Category: Administrative


Earlham College is a Top 100 National Liberal Arts College located in Richmond, IN, a small city that's just a short drive away from several major metropolitan areas including Dayton, Cincinnati, Indianapolis and Chicago.

Richmond and Earlham have a symbiotic relationship. Through research, studies, internships and volunteering, Earlhamites offer Richmond expertise and service as Richmond offers our students the chance to gain valuable, real-world experience. Our community assumes no religious affiliation but follows Quaker principles and practices, which include respect for persons, integrity, a commitment to peace and justice, simplicity, and consensus-based community decision-making. Earlham is committed to and proud of being a diverse and inclusive place most clearly visible in our student body: 20% of our student body are international, coming from 60+ nations in 2022, and 24% are domestic students of color. Faculty and staff also bring tremendous diversity to the College; many have lived and worked outside the United States, and they make a point of drawing on those experiences in their interactions with students. Additionally, Earlham makes it a priority to serve as a safe and welcoming place for LGBTQ+ communities and has a four-star rating on the Campus Pride Index. Our community is characterized by respect for every person and a commitment to social justice. Equity and inclusion are central to Earlham's institutional priorities and our leadership is committed to widening the path to an Earlham education.

Earlham College is seeking an Office Manager – Project Manager, Epic Centers and Programs to join our team!


The Office Manager – Project Manager for Epic Centers and Programs will provide project management support to the Associate Vice President of Academic Affairs (AVPAA) in projects related to the various components of Epic Journey. Additionally, administrative support will be provided to the AVPAA as well as to the Director of First Year Success, and the Co-Curricular Portfolio area relating to competencies. The position requires knowledge and confidence in project management, good communication and organization skills, familiarity with web-based software and technology platforms, and an eagerness to build relationships with students and faculty. This position requires the successful candidate to be able to work with complex and confidential information, and with adaptability in a fast-paced work environment. This position reports to the Associate Vice President of Academic Affairs.

55% Administrative/Office Management Support

  • Provide specific types of administrative/office management support to the AVPAA
  • Coordinate reservations and make arrangements for Epic Centers and Programs events and meetings; including room reservations, ordering catering, managing RSVPs, and production of materials.
  • Coordinate room and resource reservations for larger meetings, including the Epic Center Directors meetings
  • Track and report grant hours for Epic Centers and Programs as needed
  • Purchase and maintain office supplies, and coordinate with the other admins in the area
  • Attendance and note taking at various meetings as directed by the AVPAA
  • Maintain related files, records, and other forms of data
    • Tracking and reconciliation of budgets specific to the direct management of the AVPAA and Director of First Year Success
    • Provide specific types of administrative support related to the Director of First Year Success
      • Earlham Seminars Program Support
      • Make travel arrangements (transportation, food, ticket reservations, etc.) for each Seminar course trip
      • Assist the Director of First Year Success in arranging Seminar faculty training sessions
      • Submit special payroll requests as needed
      • Honors Program Support
      • Coordinate celebrations that take place at the start and end of each semester
      • Monitor Honors Epic Award application statuses and submit requests for payment to Accounting
      • Maintain Honors Epic Award payment records
    • Epic Journey Guides Program Support
    • Assist with event coordination as needed
    • Submit payroll requests to Accounting for the Epic Journey Guides

    40% Project Management

    • Manage multiple project timelines and organization for the Epic Centers and Programs
    • Be the Epic Centers and Programs liaison to Marketing and Communications for project management purposes
      • Attend weekly huddles with Marketing and Communications and communicate frequently with the Marketing and Communications Project Manager and Marketing Operations Manager
      • Attend monthly meetings with the Assistant Vice President for Marketing & Communications and the Assistant Director for Admissions Marketing and Communications
    • Coordinate event participation, preparation, and planning with the Office of Admissions at the beginning of the academic year to ensure a partnership of support from our area in student recruitment efforts
    • Data reporting and management using various technology platforms used in this area, including the Co-Curricular Portfolio platform o Coordinate and communicate with the Office of Institutional Effectiveness
    • Assist with on-campus marketing and promotion efforts for the Epic Journey, First Year Experience, and the Co-Curricular Portfolio
      • Maintain communication and project timelines with the Earlham Word editorial team and faculty representative
    • Update Earlham Seminar and Epic Journey Guide training materials as needed
    • Liaison with the Co-Curricular Portfolio team to support Epic Centers and Programs needs, as particularly relating to the competencies

    5% Other

    • Assist with major events in the Epic Centers and Programs (example: Epic Centers and Programs Open House during New Student Orientation)
    • Other duties as assigned
    • Bachelors Degree Required
    • Robust affinity with the purposes and value of a liberal arts education
    • Understanding of and passion for the Epic Journey signature program
    • Ability to manage multiple projects and multitask
    • Ability to communicate successfully with people from diverse backgrounds and an expressed commitment to uphold and further Earlham’s Diversity Aspirations Statement
    • Strong communications skills
    • Demonstrated digital literacy skills including familiarity with presentation/graphics production, spreadsheets, and word processing programs
    • Extraordinary attention to detail and strong listening, verbal, presentation, and time-management skills
    • Demonstrated commitment to professionalism in demeanor and work habits
    • Experience tracking budgets and data to assess progress toward goals is a plus
    • Be a positive example and resource to all Earlham Students

    Benefits Working at Earlham:

    • Medical, Dental, and Vision Insurance*
    • Company paid Long-Term Disability after 1 year of full-time service*
    • Basic and Voluntary Life insurance*
    • Employee Assistance Program*
    • Campus Store Discount
    • Free ticket vouchers for Richmond Symphony Orchestra
    • Wellness Center Free Membership or Discount for eligible employees
    • Athletic Games-Free entry to all home games
    • Free entry into most Theatre/Music shows
    • Tuition Benefits for Immediate Family for eligible employees*
    • 403(b) Retirement* – For eligible employees, Earlham will contribute a non-elective contribution equal to 5% of gross pay after 2 years of service. After 3 years of service, this non-elective contribution increases to 8%. Vesting credit is available for new employees with previous service in the education sector with required documentation.
    • Many Wayne County Chamber of Commerce member businesses offer discounts to anyone with an Earlham ID

    *All employee benefit offerings are subject to employee eligibility per plan documents.

    The review of applications will begin immediately and continue until the position is filled.

    To Apply

  • Please submit the following application materials through our Earlham Careers Portal
  • Cover letter - Please address your thinking and experience with matters of Diversity, Equity and Inclusion, as it relates and specifically pertains to this position.
  • Resume
  • List of Three References with Contact Information
  • Earlham College is an equal opportunity employer committed to building a diverse community, one that reflects the makeup of society at large and that particularly welcomes and supports individuals from groups that have been historically marginalized because of factors such as race, ethnicity, sex, gender identity, gender expression, sexual orientation, socioeconomic class, and physical ability. The College strongly encourages applications from women and people of color. As an institution with a Quaker identity, the College also solicits applications from members of the Religious Society of Friends (Quakers).

    Earlham's Work Authorization Policy

    Earlham utilizes E-Verify to confirm employment eligibility for all newly hired employees within the United States.


    Working at Earlham College

    Earlham is a selective national liberal arts college founded in 1847. Earlham's affiliation with the Religious Society of Friends (Quakers) informs our emphasis on seeking the truth wherever it leads, respect for persons, learning from and with one another, conflict management and peacemaking, diversity, global education and on international experience. 

    • Earlham's 1,019 students are bright, eager and hardworking; they report significantly higher numbers of books read, papers written, interaction with professors, and other predictors of successful educational outcomes than are reported nationally.
    • Earlham graduates pursue advanced degrees at a high rate. Between 1992 and 2006, 10 percent of Earlham College graduates completed doctoral degrees. In fact, Earlham is 29th among 1,533 U.S. institutions in the percentage of graduates who go on to earn Ph.D.s; 10th, in biological sciences. Many Earlham alumni are deeply and personally committed to social action and to trying to improve the world. (These findings are based on the Weighted Baccalaureate Origins Study for 1992-2006 provided by the Higher Education Data Sharing Consortium. Rankings reflect relative size of institutions.)
    • Faculty at Earlham rate their working environment highly, citing the match between the College's mission and their own sense of personal and professional aims. Our governance structure emphasizes collaboration and consultation. The Faculty Meeting and all committees operate by consensus-seeking rather than by voting.
    • Earlham's faculty have created a rich liberal arts curriculum that values interdisciplinary study. The College's recently redesigned General Education Program prepares students for a life of critical knowledge and informed action. Faculty actively lead international study programs in which 70 percent of our students participate for at least a semester.
    • The Richmond/Wayne County community of 70,000 is small enough to need and value the contributions and expertise of Earlham faculty and students. Our faculty often provide advice and leadership aimed at improving the quality of life and are involved with educational, environmental, social service, cultural and governmental organizations in Wayne County. In addition, faculty engage Earlham students in community-related research and presentations.
    • At the same time, our community is large enough to provide a microcosm of urban challenges. The community enjoys a symphony orchestra, civic theater, art and historical museum, environmental education center, regional arboretum, and miles of improved hiking and nature trails in the geologically rich Ordovician limestone Whitewater River gorge. Five institutions of higher education are located in Richmond and Wayne County: Earlham College, Earlham School of Religion, Bethany Seminary, Indiana University East and Ivy Tech State College.
    • Richmond is near three airports: 45 minutes west of Dayton, Ohio; an hour east of Indianapolis; and 75 minutes northwest of Cincinnati.
    • For more information about openings, contact Becky Thomas, academic dean and vice president for academic affairs.

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