Academic Administrative Assistant

Position Title:

Bryn Mawr College:

Location:

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 Classical and Near Eastern Archaeology (Archaeology), Middle Eastern, Central Asian, and North African Studies Program (MECANA), Hebrew and Judaic Studies, and both the Graduate Group in Archaeology, Classics, and History of Art (GGACHA), and the Graduate School of Arts and Sciences (GSAS).

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 part-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 43 weeks) and 15 hours per week during the summer between mid-June and mid-August (9 weeks).  While flexibility in hours may be available during the academic year in coordination with other administrators, consistent office coverage must be maintained.

Position Responsibilities: 

Academic Programs

Office Communications & Operations 

• Serves as reception for the Departments/Programs and academic building, including but not limited to answering phones, opening and sorting mail, and responding to inquiries.
• Updates listservs.
• Monitors and orders office supplies and printer/copier supplies. Submits service requests.
• Serves as liaison to facilities and housekeeping.  
• Coordinates with Provost’s Office on space assignments and assists faculty with office orders. 
• Serves as back up to co-located Academic Administrative Assistants and Associated Departments/Programs.

Curriculum & Curricular Support 

• Supports Department Chairs and Program Directors with course planning, 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 and preparation of course materials, as needed. 
• Prepares for academic fairs, information sessions, senior celebrations, and other curricular events.
• Coordinates field trips, film nights, and other extracurricular activities, as necessary.
• Orders teaching supplies.
• Helps with department reviews.

 
Student Records & Advising 

• Pulls and maintains lists of majors, minors, and concentrations in Bionic/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. 
• Helps administer summer student fellowships and reimbursements.

Faculty Support (Hiring, Searches, Reviews) 

• Attend departmental meetings as necessary.
• Manages student worker hiring in Workday (creates jobs, updates annually, processes hires). 
• Supports tenure, promotion, and reappointment processes, coordinates mailings to alums and students; tracks responses.
• Provides administrative support to Faculty Search Committees: posting ads, maintaining applicant databases, scheduling interviews, and coordinating campus visits.
• Notifies applicants of search outcomes after hires are made. 
• Helps to coordinate visits of prospective students and helps with reimbursement; graduate applications.
• Schedules preliminary exams and defenses.
• Helps with honoraria for external examiners and advisors.
• Scans modern language exams and student files.

Budgets & Financial Management 

• Handles departmental financial functions, including preparing journal entries, making deposits, running budget reports, and managing reimbursements, and invoice reports.
• 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 financial reports in Workday on a regular basis. 

Events & Web Stewardship 

• Coordinates department events including weekly lectures, graduate symposiums, receptions, info sessions, and language tables.
• Manages room reservations, publicity, food, catering, guest travel and accommodations, and expense processing.
• Processes honoraria and payments to guest speakers.
• Collaborate with student representatives organizing student-led activities.
• Maintain departmental and program web pages in Drupal and social media.

Graduate School of Arts & Sciences (GSAS) – Responsibilities
 

• Maintain files and records.  Collect, track, and upload documents.
• Update reports and spreadsheets as necessary.
• Support Graduate School events including room reservations, publicity, food, catering, and guest travel and accommodations.
• Provide routine social media updates. 
• Manage calendars including GSAS Deadlines and Events Calendar.

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.  
• Ability to multi-task and work with multiple priority audiences, e.g. faculty, students, and administrators.
• 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, Qualtrics 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: