Administrative Assistant II

Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods.

Who We Are:

The Spanish and Modern Languages and Literatures Departments of Swarthmore College together host faculty and instructional staff teaching a combined total of seven languages (Spanish, Arabic, Chinese, French, German, Japanese, and Russian), as well as courses in literature, cultural studies, and media studies connected to global languages and cultures. We aim to help students develop culturally nuanced communications skills to prepare them to become engaged global citizens.

The opportunity:

The Administrative Assistant II performs administrative activities for the Department of Spanish and the Arabic and French/Francophone sections of the Department of Modern Languages and Literatures (MLL); they provides administrative support to the Spanish department chair and the Arabic and French/Francophone section heads to ensure the smooth and efficient operation of these academic units. Closely collaborates with the Department of Modern Languages and Literatures’ Administrative Assistant.

Tasks include: preparing and creating correspondence, reports, lists, and other documents; providing 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. When relevant, direct requests to faculty members.
• Writes and edits various correspondence on behalf of the department and faculty. Edits and proofs materials for accuracy and compliance with guidelines: determines and uses correct format, grammar, punctuation, and spelling, to support the work of departments.
• 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.
  • Coordinates and distributes incoming and outgoing mail and packages.

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 cha