Academic Administrative Assistant

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

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 curricula 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, German and German Studies, Bi-Co
Comparative Literature (Major), the Romance Languages (Minor).

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 This full-time position follows a year-round schedule of 9:00
AM-5:00 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

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