Administrative Assistant II

About the role

The Spanish and Modern Languages and Literatures Departments of Swarthmore College seek an Administrative Assistant II to support the Spanish department and the Arabic and French/Francophone sections of the Department of Modern Languages and Literatures (MLL).

Responsibilities

• Preparing and creating correspondence, reports, lists, and other documents
• Data management support
• Equipment, supply, and facility coordination
• Mail and delivery support for all active department members and emeriti in the Spanish Department and French and Arabic sections of MLL
• Processing expense requests for all departmental members
• Processing invoices for all vendors including honorariums and events
• Class scheduling and course catalog support
• Telephone, social media and email support
• Professional interactions with staff within the College and outside callers
• Greeting job candidates, guest lecturers, and honors examiners to the departments
• Providing professional email and telephone interactions with other members of the College community and outside collaborators

Essential Responsibilities

• Office Management
• Plans and organizes office support operations for the department, ensuring smooth and effective services and operations
• Provides receptionist duties greeting all visitors
• Answers phone and responds to inquiries and other requests in a timely manner
• Writes and edits various correspondence on behalf of the department and faculty
• Maintains, coordinates, and regularly updates effective digital file management systems (Google Drive; Excel/Google Sheets)
• Administers Spanish Departmental file database (syllabi, CVs, enrollment data, etc)
• Administers French/Francophone and Arabic file databases within larger MLL systems
• Coordinates and distributes incoming and outgoing mail and packages
• Maintains inventory for departmental supplies, materials, and forms
• Calls for service of departmental machinery as necessary
• Reports maintenance issues/repairs, cleaning/housekeeping requests of classrooms and office spaces on Kohlberg’s third floor with Facilities Management and EVS
• Prepares and maintains the service areas of the Spanish and MLL departments, including printers and fax machine/copier
• Compiles information and data, summarizes information and creates graphs and reports using word processing and spreadsheet software (including Adobe and Microsoft Office Suite and Google suite applications)
• Performs routine clerical responsibilities, including but not limited to:

• Prepares and maintains the service areas of the Spanish and MLL departments, including printers and fax machine/copier
• Maintains inventory for departmental supplies, materials, and forms
• Calls for service of departmental machinery as necessary
• Reports maintenance issues/repairs, cleaning/housekeeping requests of classrooms and office spaces on Kohlberg’s third floor with Facilities Management and EVS
• Calls for service of departmental machinery as necessary
• Records and Information Management
• Maintains, coordinates, and regularly updates effective digital file management systems (Google Drive; Excel/Google Sheets) to ensure efficient access to relevant records and information
• Administers Spanish Departmental file database (syllabi, CVs, enrollment data, etc)
• Administers French/Francophone and Arabic file databases within larger MLL systems
• During times of internal or external department/sectional reviews, collects lists of majors and minors, copies of syllabi, description of the department/section, and other information as requested in order to prepare packets for outside accrediting faculty in advance of their visits; arranges all aspects of the visit in conjunction with the Provost’s Office, including meetings with the chairs and sections heads
• Prepares enrollment data reports as needed
• Faculty and Academic Support
• Aids in the scheduling and organizing of departmental and faculty meetings utilizing scheduling tools (Google Calendar, Google Doodle, etc)
• Aids chair and section heads during the sophomore planning process; coordinates academic advisor assignments
• Coordinates the Spanish Honors Program in partnership with Chair, and the Honors Program of Arabic and French/Francophone with section heads, and Honors Program
• Coordinates the Spanish, Arabic, and French placement tests in collaboration with the Spanish department chair, the French section head, the Arabic section head, and the Dean’s Office
• Reviews student degree audits to determine AP/IB eligibility; provides an annual report to the Registrar’s Office regarding student credit for AP/IB exams in accordance with Departmental policies
• Prioritizes support requests by faculty, lecturers, and instructors
• Coordinates and advertises faculty office hours; creates/updates door signs
• Keeps chair and section heads on track with reminders about deadlines and ongoing tasks including End of Year Reports
• Financial Management
• Aids in the planning of the department budget, drawing on accurate and detailed information about past experience regarding previous year’s spending and knowledge about projected needs
• Assists the section heads of French/Francophone Studies and Arabic within MLL in the planning of section budgets
• Reviews monthly income and expense statements, reconciles account activity, investigates discrepancies, and reports information to Spanish department chair and other faculty members, to ensure accurate charges and control of expenditures
• Provides faculty with correct and current account balances
• Aids in the submission of expenses through ChromeRiver for faculty, departmental, and administrative purchases; tracks expenses and invoices through ChromeRiver and Banner financial platforms; tracks operating budgets in both the Spanish Department and French/Francophone Studies and Arabic sections of MLL
• Disperse award funds to students as determined by the Spanish Department, and French/Francophone and Arabic sections of the MLL Department
• Prepares honoraria and travel reimbursements for outside speakers
• Faculty Search and Reviews
• Uses Interfolio and Faculty Services to organize and run job searches for temporary and tenure track positions
• Advertsises open positions on various higher ed websites
• Schedules interviews for candidates and assists with lodging accommodations and reimbursement of candidates’ expenses
• Aids new faculty members with onboarding to College systems and orienting to their departments; supports the preparation of office space (including procuring keys), preparing individual schedule letters, and making necessary administrative arrangements with other College offices to facilitate the smooth and efficient entry of new departmental employees
• Coordinates Spanish department and Arabic and French/Francophone faculty reviews (promotion, tenure/reappointment decisions) using Interfolio; prepares correspondence to former and present students, other members of the faculty and peers at other institutions requesting letters of recommendations
• Sorts and compiles return letters into Interfolio and completes a highly confidential dossier to ensure the guidelines issued by the Provost's office are met
• Supervisory Responsibilities
• Creates and advertises student jobs on JobX

Qualifications

• Bachelor’s degree
• Minimum of 1-2 years of related experience
• Strong interpersonal and communication skills
• Excellent organizational and time management skills
• Proficiency in Microsoft Office Suite and Google applications
• Ability to handle multiple tasks simultaneously
• Experience with Google Drive and Google Sheets
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with TrueNorth Speaking Assessment online platform
• Experience with Banner financial platforms
• Experience with ChromeRiver
• Experience with Interfolio
• Experience with Adobe and Microsoft Office Suite
• Experience with Syllabus and CV management systems
• Experience with