Administrative Assistant

Haverford College is a leading liberal arts undergraduate college located outside Philadelphia that is known for its academic rigor, Honor Code, and beautiful arboretum campus.

- Provide full administrative support to the faculty and department chairs. 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, program 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, and submits request 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. - Act as building advocate. Notify Facilities Management Coordinator of building issues that need attention and follow up to ensure issue has been resolved.

Experience/Proficiency Level: This position requires a college degree and 3-5 years experience with progressive responsibility in an administrative support capacity or equivalent combination of education and experience. Must be self-directed yet collaborative and able to multitask and prioritize changing workload. Proficiency and competency in MS Office software products, email, calendaring software and web-editing tools required. Experience working in an academic setting, specifically within the sciences, is strongly desired.