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 Office of Academic Success supports student and alumni academic well-being, planning and success. We collaboratively provide advising and resources to help students obtain a satisfying, enriching, balanced, holistic and life-changing liberal arts education. The Office of Academic Success is part of the Student Affairs Division, and includes fellowships and prizes advising, pre-health and pre-law advising, student disability services, academic advising, academic support and the Registrar’s Office.
Provides high-level administrative support to the following programs: Student Disability Services, Fellowships & Prizes, Student Academic Mentors, and the overall Office of Academic Success. Manages projects with a great deal of autonomy. General duties include drafting and preparing correspondence and documents; professional and inclusive interactions with all members of the College community and outside visitors; maintaining organized records management systems; data entry and management; updating websites. Works independently with a high degree of accuracy, using excellent communication skills.
Data Management and Communication Support
Maintains databases and websites, files and records both electronically and in hard copy formats.
Maintains a calendar of appointments with students, faculty members, or other constituents and arranges meetings - contacting, scheduling, and confirming places and times.
Answers departmental phones in a prompt and courteous fashion, in order to respond to callers’ inquiries, route calls to appropriate persons, or take accurate messages.
Accurately uses computer and commonly used applications to prepare a variety of documents and manage data in a timely fashion. Updates various department websites.
Composes routine correspondence and e-mail, in order to provide accurate information in a professional manner to college employees, students, or other constituents.
Edits and proofread materials for accuracy and compliance with guidelines; determines and uses correct format, grammar, punctuation, and spelling in order to support and facilitate the work of department employees.
Updates department bulletin boards and promotional materials.
Maintains office supplies and equipment, ordering supplies as needed.
Budget and Accounting Support
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.
Student Disability Services:
Helps arrange accommodation support for students with disabilities (e.g. assistive devices, note-takers, exam proctors and other accommodations needs to stay in compliance with federal laws).
Supports the accommodations letter process for students each semester.
Coordinates exam proctoring during midterm and final exam periods to support students/faculty with disability accommodations related to testing.
Helps maintain department budget records, program statistics, check requests, reimbursements, registrations, dues, etc.
Serve as administrative liaison with vendors.
Fellowships & Prizes (F&P):
Communicates with members of the F&P Committee and grant applicants to schedule interviews. Arranges rooms and catering for interviews.
Tracks incoming applications and results. Creates and maintains files with accuracy and thoroughness.
Manages Swarthmore Fellowship and College Awards application electronic platforms.
Student Academic Mentoring (SAM) Program:
Creates online application system for SAM hiring process; schedules interviews and distributes applications to interviewers; books room for interviews. Hires students through JobX (student employment management system).
Schedules rooms, arranges catering and distributes materials for SAM training.
Schedules monthly SAM team meetings and bi-monthly SAM lunches. Arranges rooms and catering for SAM lunches.
Schedules SAM on Duty shifts and prepares public signage.
Tracks and files SAM Weekly, SAM on Duty and Drop-In Reports.
Greets office visitors in such a way as to promote a positive, inclusive and professional departmental image. Frequently includes greeting students, addressing their inquiries, and, when relevant, directing them to appropriate faculty and staff.
Answers common student, staff, faculty, or parent questions, or gives directions in order to provide correct and timely information, guidance, and assistance.
Appropriately refers to, or seeks assistance from, other dean’s staff members, administrators, or faculty members, in order to ensure that students, staff, faculty members or parents’ complex or unusual questions are answered in a correct and timely fashion.
Advises faculty members, staff, students, or department members on proper procedures and policies, in order to ensure appropriate requirements are met.
Listens responsively to questions, concerns or complaints and provides appropriate remedies, if possible, in order to resolve problems. Appropriately refers constituents when unable to resolve complaints. Often goes the “extra mile” to help students and faculty with particularly sensitive inquiries and independently follows up to make sure those student and faculty needs are met.
Works cooperatively with office staff colleagues to help ensure smooth and positive functioning of the office.
Who you are:
Excellent communication, both written and verbally.
Excellent organization skills.
Must be able to handle multiple tasks, take initiative and work independently.
Excellent interpersonal and customer service skills.
What you bring:
High school diploma or equivalent with 3-5 years of job-related experience or an equivalent combination of education and experience.
Familiarity with word processing, office computing, website maintenance and database management.
Associate’s or Bachelor’s degree, with 2-3 years of related prior experience in a college or university environment highly desirable.
Experience with Banner (college-wide networking and informational program), Drupal (website maintenance), Google Workspace, Microsoft Office.
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.
For full consideration, submit applications including resume and cover letter with pay expectations by Friday, December 9, 2022.
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.
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.