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:
As a residential college with over 96% of its students living in campus-owned housing, the Office of Student Engagement supports the mission of Swarthmore College by fostering living environments that value shared responsibility, consensus decision making, and personal accountability. The Office of Student Engagement aspires to create and support an engaged, evolving, and inclusive campus community by fostering holistic student development and success. Combining the Office of Residential Life with the Student Activities & Leadership office in 2014, the Office of Student Engagement aims to link learning inside the classroom with learning outside of the classroom. The OSE expects that students will actively participate in their residential co- curricular experience and will take ownership for creating the communities in which they want to live.
The Administrative Coordinator for the Office of Student Engagement (OSE) is a full-time, non-exempt position reporting to the Associate Dean and Director of Student Engagement. The Administrative Coordinator provides high-level administrative support to the following: Associate Dean and Director of Student Engagement, Director for Residential Life, Director of Student Activities & Leadership, Assistant Director for Student Activities & Leadership, and the Office of Student Engagement.
Among other responsibilities, the Administrative Coordinator handles queries from students, staff, parents and members of the public related to Residential Life, Student Activities, the Office of Student Engagement and the Dean of Students Division. The Administrative Coordinator maintains a high level of confidentiality, professionalism and attention to detail.
Financial Processing & Budget Oversight - 40%
Responsible for reconciling and processing all bills, invoices, and receipts for the Office of Student Engagement in a timely manner through the internal expense management system.
Oversee financial processing for the Resident Assistant program and maintain records of all internal funding streams.
Oversees the purchasing process, student payroll process and reconciliation for internal Office of Student Activities budgets totaling more than $800,000, and supports the Student Budget Committee in purchasing, student employment approvals, and reconciliation of the Student Activities fee totaling over $640,000.
Provide purchasing support to more than 140 student organizations.
Completes, distributes, and monitors a variety of accounting documents, such as travel forms, internal requisitions, vouchers, receipts, and purchase orders in order to ensure appropriate billing, payment, and budget reconciliation.
Identify inconsistencies in purchasing processes and works to streamline inefficient systems for student organizations.
In coordination with the Director of Student Activities and Leadership, serve as a liaison with campus partners regarding the administration of the Student Activities Fee and is responsible for running queries, monthly spending reports, and requesting budget transfers between the Office of Student Engagement and the Student Budget Committee.
Maintain the student life equipment purchase log for items valued at more than $100, and ensures that proper check-in and check-out procedures are followed for item lending both to students and other College departments.
Responsible for the organization and maintenance of the RA supply closet, the OSE supply closet, the Swaudio closet, and the SGO closet.
Program Management and Execution - 15%
Organize and execute logistics for student life events, which may include but is not limited to reserving space, managing catering, budgeting awareness, entertainment, hosting guests, assessment support, and promotional materials.
Advise Divisional staff, campus departments and students on proper procedures and policies, in order to ensure appropriate requirements are met for event registration. Serves as a liaison with the College Events Office and manages student social space reservations. Responsible for granting and removing individual student access via the OneCard portal.
Assist in scheduling, communication and setup of the New Student Orientation moodle site for students, including data entry for the Orientation Guidebook application.
Assists with key distribution for room changes, and at the beginning of each term and is responsible for ensuring that updated key and room information is communicated to appropriate campus partners. Ensures that student organizations follow the College’s Key Access policies and process, and serves as the entry point for students who request keys for non-residential spaces.
Administrative Oversight - 25%
Provide administrative support for the OSE including the management of the general OSE email account, manages the OSE master calendar, and oversees all office spaces, materials, and supplies to ensure a welcoming and organized space.
Manage relationships and archives all interactions with all pertinent vendors and businesses, coordinates facilities, work order and maintenance requests as needed.
Manage the Associate Dean & Directors calendar. When appropriate, provides scheduling assistance to the Director for Residential Communities, Director of Student Activities & Leadership, and Assistant Director for Student Activities & Leadership.
During the annual housing lottery, provide assistance to residential life staff in terms of data management, data entry, as well as helping address questions from students and families, as needed.
Assist the Director of Residential Communities with termly billing and administration of room and board charges. Responsible for distributing the College’s Tier 1/Tier 2 scheduling calendar, maintains the on-call number system for student on-call and professional staff, and communicates changes to the on-call system to relevant partners.
Maintain appropriate inventory and is responsible for the ordering of general office supplies and other items as needed.
Student Employment Administration - 20%
Responsible for the termly hiring of more than 200 student employees, including but not limited to the following programs: Resident Assistants, Housing Assistants, Programming Board, Swaudio, the Crumb Cafe, Party Associate, Orientation Leaders and Senior Week workers.
Ensure compliance with College hiring policies and procedures, including correct administration of stipend positions. Reconcile timesheets of student supervisors (Party Associates program, Paces, Swaudio, Event Assistants, etc) to ensure budget compliance in multi-tiered student employment positions.
Oversee the scheduling of the OSE Front Desk Workers, and partners with the Assistant Director and Directors to develop training materials for Desk Workers, and follows-up with students on outstanding questions or concerns during their shifts.
Develop and Facilities OSE Office Training at the beginning of each semester.
Performs other job-related duties as assigned
Who you are:
You are an enthusiastic, energetic, and organized self-starter who is capable of working independently and in a team environment, and prepared to work in a fast-paced environment where processes and needs are changing and developing regularly
You are solutions oriented and have the ability to problem-solve and engage in collaboration with campus partners and College leadership..
Collaborative and team-oriented
Attention to quality of output and detail along with adaptability and ability to tolerate ambiguity.
You value a robust and intentional co-curricular liberal arts based residential experience for students.
What you bring:
Bachelor’s degree with 1-3 years of job-related experience or an equivalent combination of education and/or experience.
Basic accounting/financial management skills.
Must be able to work independently, with minimal oversight, on projects from conception to completion and must be able to manage multiple priorities and deadlines.
Must have demonstrated ability to handle a wide variety of activities and confidential matters with discretion and good judgment.
Ability to organize work, set priorities, and follow through on projects requiring meticulous attention to accuracy and detail.
Demonstrated problem-solving and communication skills; ability to represent the Office of Student Engagement, Dean of Students Office and Division effectively to a wide variety of constituencies and audiences.
Ability to exhibit emotional maturity, reliability, composure, and stability under pressure in order to handle on-the-job challenges.
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 a hybrid work environment. And you’ll join an award-winning team of passionate, creative, and supportive people who work hard and have fun telling the College’s story to the world.
For full consideration, submit applications including resume and cover letter with pay expectations by October 7, 2022. If you are excited about this role, we want to hear from you!
Review the Employee Contributions_2022, 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 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.
Since its founding in 1864, Swarthmore College has given students the knowledge, insight, skills, and experience to become leaders for the common good. Offering a liberal arts and engineering curriculum, the College is private, yet open to all regardless of financial need. It is also decidedly global in outlook, drawing students from around the world and all 50 states. The diversity of perspectives represented by Swarthmore students, faculty, and staff - including different viewpoints, identities, and histories - contributes to the community's strong sense of open dialogue and engagement with ideas and issues.