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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. Swarthmore College was recently ranked number 3 in the 2021 US News Best National Liberal Arts Colleges rankings - https://www.usnews.com/best-colleges/swarthmore-college-3370.
Who We Are:
The Film & Media Studies department is seeking an Administrative Assistant who will be an enthusiastic team player providing administrative and program support for faculty and students in our growing department, with the potential to shape our dynamic program as we move into a planned new facility. The successful candidate will have a background in the field, an interest in arts administration, and a desire to foster and maintain strong ties across the campus community. Responsibilities include maintaining course catalog, department budget, website, student records, class and event scheduling, facilitating and publicizing events (such as artist visits, screenings, and the annual TriCo Film Festival), supervising student workers, and working with the chair on day-to-day administration of the department. Excellent communication skills are a must, and familiarity with website management, graphic design, office software, and basic production tools is highly desirable.
Provide administrative support for the Department of Film and Media Studies. Primary responsibilities include publicity and events management and budget maintenance.
Assist with and learn procedures for academic support (catalog, student records, class schedules, off-campus study, honors examinations)
Budget and Accounting
Prepare reimbursement forms, sign, copy and forward to the Business Office.
Obtain completed W-9 forms for honorariums
Process and record all budget transfers (budgets and funds)
Monitor budgets in MySwarthmore
Events, Receptions, and Lectures
Coordinate events scheduling and maintain calendar
Produce bi-weekly Department newsletter including events and opportunities
Organize filmmaker and guest speaker visits
Design posters and flyers for events and lectures and have copies made
Advertise events via social media (e.g. Facebook, Twitter, Instagram)
Distribute posters and flyers to faculty, departments and students
Coordinate receptions, dinners by reserving space and arranging catering
Send email reminders of events to faculty, staff, and students
Manage multiple email lists and mail merge for each program, including specified faculty, staff, students, alumni, and any other relevant constituencies
Prepare and distribute/mail invitations for formal dinners, receptions
Keep checklists of who will/will not attend (faculty and students)
Assist with set-up and clean-up as needed
Make overnight accommodations for lecturers, faculty candidates
Reserve space for speakers and special events/programs
Arrange for Media Services support as needed
Make dinner/reception arrangements
Make travel and shuttle arrangements
Correspond with guest lecturers to gather and convey information, answer questions, etc.
Off-Campus Study Credits
Work with Off-Campus Study office, Faculty, and Registrar for credit pre-approval and final approval
Google Files Management and Software Proficiency
Post spreadsheets, major and minors list, and all documents to Google Drive
Use Google Forms to gather information
Every three years, work with Tri-Co film festival director(s) to facilitate submissions; publicity and event
Assist faculty with scholar and artist visits
Implement best practices regarding copyright and archiving of student work
Maintain website and interface for access to student projects
Research and maintain internship, externship, grant, publishing, career, alumni opportunities
Who you are:
Excellent oral and written communication skills
Good planning and organizational skills
Ability to work independently and in a team environment
Interest in acquiring or experience with audiovisual and multimedia production competence desirable
What you bring:
College degree preferred
Job experience in an administrative or office capacity
Fluency with software including Word, Excel, Google Suite expected, Wordpress and Photoshop desirable
Proficiency with design for publicity materials, including website and social media campaigns
Familiarity with budgets
Exposure to Banner, Moodle and other academic software a plus
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 hybrid work environment. And you’ll join a team of passionate, creative, and supportive people who work hard and have fun telling the College’s story to the world.
For full consideration, submit applications including resume and cover letter with pay expectations by August 1, 2022.
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 minorities are encouraged to apply.
Since its founding in 1864, Swarthmore College has given students the knowledge, insight, skills, and experience to become leaders for the common good. Offering a liberal arts and engineering curriculum, the College is private, yet open to all regardless of financial need. It is also decidedly global in outlook, drawing students from around the world and all 50 states. The diversity of perspectives represented by Swarthmore students, faculty, and staff - including different viewpoints, identities, and histories - contributes to the community's strong sense of open dialogue and engagement with ideas and issues.
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