Academic Administrative Assistant

Position Title:
Academic Administrative Assistant
Bryn Mawr College:
Academic Departmental
Resources
Location:
Bryn Mawr College Campus
Job Description:

Performs a wide variety of administrative duties
in support of faculty and students; departmental curricula and co-curricular activities; faculty teaching, research, and scholarship;
student employment; department purchasing and budgets; and department events. This position supports academic departments and programs
including Greek, Latin and Classical Studies; Middle Eastern Languages; German and German Studies; Bi-Co Linguistics; and Asian American
Studies.

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, non-exempt position follows a schedule of 9:00 AM-5:00 PM, Monday through Friday, with a one-hour unpaid
meal break during the academic year (35 hours per week for 39 weeks). While some flexibility in hours may be available during the academic
year in coordination with other administrators, consistent office coverage must be maintained. Staff are off between mid-June and
mid-August.

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

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