Administrative Assistant and Project Coordinator
Haverford College
Haverford, PA
Full-time
Administration / Clerical
Posted on May 3, 2024
Haverford College invites applications for our part-time (27 hours per week), non-exempt, benefits-eligible Administrative Assistant and Project Coordinator opportunity. This position is projected to begin July 1, 2024, and is a 3-year fixed term appointment.
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), 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.
About the Position
The Administrative Assistant and Project Coordinator provides administrative, financial processing, and event support in service of the Mellon funded program “Together with Humanities: Language, Community, and Power,” which will support approximately six courses and four internships/summer experiences per academic year for three years. The work includes both completing recurring procedures and acting on non-routine situations through application of office guidelines and general practices. We seek an enthusiastic collaborator, who can learn quickly and perform most duties with minimal direction, and assigned special activities with general supervision.
Primary Responsibilities
General Administrative Support:
- Coordinate the administration and programming of the grant
- Assist with maintenance and organization of electronic and paper records
- Order and maintain office supplies
- Serve as a point person for external and internal contacts
- Assist staff with administrative aspects of program implementation
- Assist with the maintenance of the Principal Investigator's and Project Manager's calendars
- Assist with the payment processing needs: expense reports, supplier registration, supplier payments, and procurement card verifications
- Track expense activity via both Workday and independent Excel ledger
- Ensure proper procedures and grant policies/practices are followed for all financial transactions
- Support grant reporting activities (e.g., by providing data, drafting, and editing)
- Assist with scheduling, organizing, and communications regarding meetings and events
- Provide accurate minutes of committee meeting proceedings
- Reserve rooms and ensures technology is set-up appropriately for meetings/events
- Create and distribute advertising, materials, and texts for meetings and events
- Provide administrative and logistical support to ensure well-organized programs and events
- Assist with efficient delivery of logistical and travel support, room reservations, catering, housekeeping, etc.
- Serve as a contact for outside catering vendors and work to obtain necessary documentation for use of outside catering
- Assist faculty with course planning
- Support and facilitate the practicalities of the community partnerships, including liaising with partners, arranging travel, processing stipends, coordinating visits, confirming appointments
- Serve as the summer internship coordinator, providing direct support to internship process
- Advertise internship opportunities
- Schedule application process and interview
- Communicate with candidate pool
- Oversee required paperwork, ensuring payments are made, communicating with host institutions and partners, etc.
Minimum Qualifications
- Bachelor's degree or corollary experience
- Demonstrated experience with Microsoft software applications (especially Excel)
- Effective verbal and written communications skills
- Well-developed administrative abilities and attention to detail
- Ability to problem-solve and manage multiple projects and assignments
- Strong interpersonal skills: must be able to work with multiple constituents (students, staff and faculty)
- Interest in and understanding of higher education and community partnerships
- Bilingualism in Spanish and English
- Knowledge of office procedures and business communications
- Event planning experience
- Previous work experience in an institution of higher education
- Experience with Workday and Eventbrite
Special Requirements
- Possession of a valid U.S. Drivers' License and ability to pass a Motor Vehicle Record check
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.
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