Academic Administrative Assistant

Academic Administrative Assistant

Reporting to the Associate Provost for Administration, the Academic Administrative Assistant performs a wide variety of administrative duties in support of faculty and students; departmental curricular and co-curricular activities; faculty teaching, research, and scholarship; student employment; department purchasing and budgets; and department events. This position supports Spanish, French and Francophone Studies, Transnational Italian Studies, Bi-Co Comparative Literature (Major), the Romance Languages (Major).

About the Institution: Since its founding in 1885, Bryn Mawr College has been the preeminent college for women interested in the pursuit of wisdom necessary to challenge the world's expectations. With its pioneering American Collegiate Gothic architecture and picturesque landscape, our campus is recognized as one of the most beautiful in the country. Located less than 15 miles from Philadelphia, and within 2-3 hours of New York City, Baltimore, and Washington, DC, Bryn Mawr's location offers easy access to public transportation and endless recreation, dining, retail, and cultural activities.

Schedule & Benefits: Bryn Mawr is committed to building and sustaining a campus community where faculty and staff can thrive. The College offers competitive salaries and excellent benefits. This full-time position follows a year-round schedule of 9:00 AM5:00 PM, Monday through Friday, with a one-hour unpaid meal break, 35 hours per week for 52 weeks (1,820 annualized). While some flexibility in hours may be available during the academic year in coordination with other administrators, consistent office coverage must be maintained.

Position Responsibilities:

Office Communications & Operations

• Serves as reception for the Departments/Programs and academic building
• Answers phones, takes messages, routes calls, and responds to general inquiries
• Monitors and orders office supplies and printer/copier supplies; submits service requests
• Serves as liaison to Facilities and Housekeeping for the academic building
• Coordinates with Provost's Office on space assignments and assists faculty with office orders

Curriculum & Curricular Support

• Supports Department Chairs and Program Directors with course scheduling, Catalog review, and major/minor requirements
• Liaises with Registrar's Office for schedule changes, classroom needs, and enrollment data
• Administers exams and assists with accessibility of course materials, as needed
• Prepares for Academic Fair, Info Sessions, Senior Celebrations, and other curricular events
• Updates listservs; may coordinate field trips, film nights, and other extracurricular activities

Student Records & Advising

• Pulls and maintains lists of majors, minors, and concentrations in Workday for advising purposes
• Obtains course enrollment statistics as requested by Department Chairs and Program Directors
• May assist with scheduling advising appointments and supports faculty writing student recommendations

Faculty Support (Hiring, Searches, Reviews)

• Manages student worker hiring in Workday (creates jobs, updates annually, processes hires)
• Supports tenure, promotion, and reappointment processes, coordinates mailings to alums and students and tracks responses
• Provides administrative support to Faculty Search Committees: posts ads, maintains applicant database, schedules interviews, and coordinates campus visits including travel and logistics
• Notify all applicants of search outcomes after a hire is made

Budgets & Financial Management

• Handles bookkeeping functions: journal entries, deposits, budget reports, reimbursements, and invoice payments
• Processes faculty travel and other reimbursements for the Provost's Office and Office of Sponsored Research
• Uses Workday for purchases, invoice payments (PO and Non-PO), and credit card allocation and adjustments
• Runs budget and grant balance reports in Workday on a regular basis

Events & Web Stewardship

• Coordinates department events (lectures, receptions, info sessions, language tables): room reservations via EMS, publicity, food/catering, guest travel and accommodations, and expense processing
• Collaborates with student representatives organizing student-led activities
• Maintains departmental and program web pages in Drupal, posts events and faculty bios

Qualifications:

• High School Diploma with 3-5 years related work experience is required. A bachelor's degree or equivalent experience is preferred
• Minimum of three years' administrative experience required. Working in higher education is preferred.
• Strong attention to detail.
• Ability to manage priorities and time effectively.
• Ability to think creatively and work independently and collaboratively with members of the campus community.
• Strong interpersonal, communication, and organizational skills.
• Proficient with Microsoft Office, Adobe, Photoshop, InDesign, Wufoo and Drupal.
• Working knowledge or aptitude for learning enterprise software such as Workday or Peoplesoft. Experience with learning management systems (e.g. Moodle or Canvas) is preferred.
• Willingness to embrace change and new technologies.
• Successful completion of satisfactory background checks.

To apply, upload your complete application package as a single PDF document. A complete application package includes: 1) cover letter; 2) resume; and 3) names/contact information for three professional references. Application review will continue until the position is filled. To initiate your application, use the APPLY button.

Weekly Hours: 35