Administrative Assistant II - Swarthmore College : Job Details

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 Swarthmore Office of Admissions is a mission-driven, close-knit team that manages a highly selective, holistic, and student-centered admissions process. Admissions deans seek out intellectually curious and enthusiastic learners from around the world who will contribute to building community and bridges across differences during their time at Swarthmore. The Admissions Office works particularly hard to reach underserved and traditionally underrepresented students by developing innovative outreach campaigns, forming relationships with counselors and advisors, and thinking outside of the traditional highly selective college box. Professionals in the Admissions Office are curious about the world, focused on dismantling and reducing inequities in K-12 and higher education, and work every day to mitigate barriers to attract the brightest, most accomplished, and most diverse class for Swarthmore College. The opportunity: Under general supervision, the Administrative Assistant II provides a high level of administrative support for the Admissions Department. This position is a member of a team that serves as the department's first point of contact by greeting visitors, answering phone calls, and responding to email inquiries. Data entry and auditing, application processing, and supporting Admission Deans are some of the essential responsibilities of an Administrative Assistant II. This is a 12-month position with the expectation to work on campus to serve as a backup to the receptionist role in the office. Essential Responsibilities

• Responsible for reviewing and correcting student records via audit reports on application processes, assisting with running data integrity queries, and ensuring data accuracy.
• Process application documents, including transcripts, test scores, and additional materials.
  • Retrieve application materials from external sources to add to admissions records
  • Scan and index paper documents to add to admissions records
  • Monitor admissions materials inbox to assign material attachments to admission records
• Provide administrative support to Admissions Deans.
  • Partner with Admissions Deans throughout application season to process applications, including reaching out to counselors and students for missing materials and uploading materials to applicant records
  • Assist Admissions Deans in planning recruitment trips, coordinate mailings to advertise recruitment events, prepare and send material boxes, and enter prospective student contact information cards into the record system upon return from trips.
• Serve as the office's first point of contact by greeting visitors, answering phones, and responding to email inquiries.
• Assist in the planning and coordination of campus visits and/or special events.
  • Monitor email inboxes designated for admissions programs and respond to inquiries.
  • Responsibilities may also include coordinating calendars, reserving spaces, organizing materials, arranging catering services, and making travel arrangements.
• Provide support to the office's communication and outreach initiatives by maintaining an accurate inventory of brochures, envelopes, and letterhead, preparing mailings, and other duties as assigned. (On-Campus)

Who you are:

• Excellent communication skills to be applied to telephone communications and to written communications such as email.
• Excellent interpersonal and customer service skills.
• Ability to manage multiple tasks, prioritize to meet deadlines, and make well thought out decisions.
• Begins assignments without prompting, maintains productivity in both quantity and quality of work, and appropriately plans, organizes, and prioritizes work.
• Identifies, analyzes, and addresses problems in order to resolve issues whenever possible.

What you bring: Required Qualifications

• High school diploma or equivalent.
• Three or more years of job-related experience or an equivalent combination of education and/or experience.
• Experience operating a personal computer.
• Proficient with Microsoft Office software (Word and Excel).
• Strong technical skills and willingness to learn new systems and technologies such as CRM.

Preferred Qualifications

• Some college education
• Familiarity with Slate, Banner, and/or Google Suite software
• Prior experience working in college or university admissions

What You Will Get: You'll work at one of the world's most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus, and a collaborative work environment. Join a team of passionate, creative people who work hard and have fun supporting the College students, faculty, and staff. We want to hear from you if you are excited about this role! For full consideration, submit applications with pay expectations, including a resume and cover letter, by October 11, 2024. Applications received after this date may be reviewed on a rolling basis until the job has been filled. PA Criminal Required Swarthmore College requires a PA Criminal background check for all staff positions prior to the start of employment. Review the 2024 Benefits Flyer . We offer benefit plans starting at zero cost! Upon benefit eligibility, the College contributes 10% of an employee's salary to their retirement account. Employees are 100% vested in their accounts on the date participation begins. Swarthmore Benefits Guidebook Retirement Plans Tuition Grant Program Tuition Reimbursement Program Paid Time Off (Staff) Holiday Schedule Swarthmore College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer. Women and those with underrepresented identities are encouraged to apply.Advertised: Sep 27 2024 Eastern Daylight Time Applications close: