Faculty Administrative Assistant

Haverford College invites applications for our part-time (30 hours per week for 9 months during the academic year, and 15 hours per week for 8 weeks during the summer), non-exempt, benefit‑eligible Faculty Administrative Assistant (Fine Arts) opportunity.

Haverford Offers Great Benefits
:
The College offers a comprehensive benefits program that includes possible work-from-home opportunities, automatic 10% retirement contribution to your retirement account upon eligibility (no match required), a 50% tuition benefit for dependent children upon eligibility, 14 paid holidays (including the week before New Year's Day off), Health Savings Account contribution of $700 for individuals and $1400 for families (no match required), affordable medical plans, and a beautiful arboretum campus with walking trail and easy public transportation access.

Please visit the Benefits page (https://(Use the "Apply for this Job" box below).) for more information.

Work Location: This position will be eligible for a hybrid work schedule, pursuant to the College's Work Location Policy, after a successful 90‑day review.

The Faculty Administrative Assistant (Fine Arts) provides full administrative support to the faculty and department chairs in the Fine Arts department by performing recurring procedures, and also by acting on non‑routine situations through application of office guidelines and general practices. The Faculty Administrative Assistant performs duties with minimal direction, but may require general supervision for assigned special activities.

• Provide full administrative support to the faculty and department chairs
• Monitor budgets, regularly update faculty on the status of their budgets, and submit procurement of credit card transactions on behalf and in consultation of faculty
• Act as the sole admin support for the fine arts department which includes supporting the monthly department budget, secure and uphold live model and studio set‑ups, and issue payment for figure models, students, faculty, and vendors
• Coordinate and assist with the preparation of art exhibitions and other special events hosted by the department, including framing work, art handling, announcements, and marketing campaign materials such as catalogs, exhibition cards, and media announcements. Anticipate needs and prepare materials for speakers
• Create a universal database that provides the department with a comprehensive public outreach list of influential art representatives and educational institutions
• Maintain vendor relations that are essential to the fine arts department
• Create and maintain calendars to make certain College deadlines are met
• Coordinate the preparation and duplication of course packets, assignment sheets, etc.
• Prepare routine correspondence, syllabi, recommendations, one‑time and complex reports, and special departmental specific materials
• Responsible for ensuring quality work by reviewing grant‑related, academic, and other materials for accuracy and conformity with procedures, utilizing specialized and technical terminology. Ensure that copies and attachments are accurately distributed in a timely manner
• Work with department chair, program directors, concentration coordinators, and the Registrar's Office to schedule courses and classroom assignments
• Regularly review the department website and submit requests for updating and revising content to the Academic Web Support Specialist
• Coordinate administrative forms processing for the office and maintain highly reliable record‑keeping system
• Exercise discretion in all matters of confidentiality
• Oversee and assist in training student support staff
• Under the direction of the supervisor, conduct special projects as assigned
• Order supplies and distribute mail in a timely fashion
• Maintain office machines and equipment, and coordinate repair services
• Collaborate and support other faculty administrative assistants and their respective departments
• Notify Facilities Management Coordinator of any building issues that arise and follow up to ensure resolution

Line of Report: The Faculty Administrative Assistant reports to the Director for Faculty Programs.