Overview
Administrative Assistant/Receptionist Jobs in Fairbanks, AK at RE/SPEC Inc.
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 Interdisciplinary Programs division is a group of academic programs designed to provide greater opportunities for learning about complex topics that are best understood through the intersection of fields of study. The division is composed of twelve programs and departments that offer majors and minors, interdisciplinary classes, and co-curricular programming. Chairs and coordinators of these programs and departments are represented at the divisional level by the interdisciplinary programs chair.
The opportunity:
The Interdisciplinary Programs Office seeks a creative, flexible, and organized team player to provide administrative support for the faculty coordinators and continuing faculty of (currently) ten interdisciplinary academic programs. The programs in Asian American Studies, Asian Studies, Cognitive Science, Comparative Literature, Gender and Sexuality Studies, Global Studies, Interpretation Theory, Latin American and Latino Studies, Medieval Studies, and Black Studies offer classes, majors and minors, information, and programming in subject areas outside and across the traditional departments. The programs range in size and support needs.
The Administrative Coordinator will have responsibility for organizing and publicizing public programs, including lectures, special events, and receptions (design, publicity, reservations, hospitality), guest travel reimbursement, processing honoraria requests) and for the programs’ budgets (transfers, accounting, reports). This is an 11 month position scheduled to work between mid-July and mid-June each academic year.
Tasks performed with a high level of autonomy include: budget preparation for the department including tracking of unrestricted budgets, and restricted funds; drafting and preparing correspondence and documents with minimal supervision; data management and presentation coordination; professional interactions with other faculty and staff members within the College, visiting scholars, prospective students, and other visitors to the department; equipment, supply, and facility coordination; mail delivery support; scheduling support for departments members, including performing and studio spaces; hiring, training, and supervising student workers; support web-based departmental information; and telephone support.
Essential Responsibilities
General Administrative Support
Provides general academic administrative assistance to Interdisciplinary Programs, including welcoming students, faculty, staff and other visitors in a friendly and helpful manner, answering questions, provide general assistance.
Email relevant information to program coordinators, committee members, and students.
Maintain program websites using Drupal (training required), including
Update course offerings (maintained in Acalog)
Update faculty profiles (maintained in Drupal)
Update event, program, and resource information.
Distribute mail as needed to coordinators.
Distribute flyers/posters, etc., to committee members, faculty, and department.
Update bulletin boards with flyers for any events organized or cosponsored by programs.
Prepare letters, mailings, memos, spreadsheets, tables, announcements, etc.
Academic Program Support
Works with program coordinators and faculty to maintain and track enrollment data, including managing enrollment lotteries as needed, tracking major and minor changes for students, updating honors preparation plans, and maintaining enrollment statistics for courses.
Process and maintain files of transfer credit applications by program.
Forward applications, coursework and transcripts to appropriate professor for approval, and notify Registrar and Off Campus Study office and student of credit approvals.
Obtain new course information and descriptions from coordinators and faculty, assigning new course numbers as needed and submitting program schedules to Registrar’s Office, making updates as necessary.
Work closely with Registrar’s Office regarding room assignments/changes.
Prepare chart of coordinators’ office hours and class days/times.
Arrange for room changes as necessary due to class size and notify students.
Revise and edit academic catalog on an ongoing basis, including managing course information and update faculty section and student award winners.
Work with program coordinators on changes to catalog for the following year, adjusting for faculty on leave, coordinator changes, and update committee members and notify Registrar’s Office, Dean’s Office, and Study Abroad office of new coordinators.
Work closely with program coordinators and Associate Registrar to support the honors program. Responsibilities include:
Finalizing list of Honors students, tracking honors students’ progress to ensure they adhere to their preparatory plans.
Correspond via email with Honors Examiners.
Manage exam logistics for honors examiners, including the arranging of exam space for oral exams and processing, sending students’ theses or comprehensive projects to examiners.
Process paperwork for honoraria and travel reimbursement.
Provide overall administrative support for Sophomore Applications and the Major/Minor selection process. Responsibilities include:
Organize sophomore planning information sessions for each program.
Review advising sheets for majors and minors each semester.
Use the Major/Minor portal to track new applications and notify sophomores of acceptance as new minors/majors.
Academic Assessment Support
Work with program coordinators to revise, distribute and maintain student evaluation forms for visiting faculty
Support program chairs conduct regular program reviews. Responsibilities include compiling detailed enrollment statistics and course information as required for reviews, sending out requests for letters of support and alumni survey questions in consultation with Institutional Research and Assessment office, and preparing review packets for the provost’s office
Budget Management, Procurement, and Event Operations
Keep track of and maintain detailed spreadsheets of spending for each program
Authorize transfers to other departments for event co-sponsorship
Receive all invoices for and complete purchasing of all items for program events
Manage faculty travel reimbursements and personal faculty research funds
Contact Workbox as needed for repairs and maintenance for Trotter first floor
Order general office supplies (paper, toner) through online purchasing portals
With faculty assistance, manage the planning and execution of all program events, including reserving spaces on campus, arrange for room setup, notify A/V services of any needs, order catering if requested
Prepare all documents and forms to submit to the business office for reimbursement and lecture fees
Office Personnel Administration
Responsible for hiring each student workers, approving timesheets and tracking wages and hours for student workers.
Assist program coordinators with logistical support for running faculty searches and onboarding new faculty and staff, make interview arrangements, as well as lodging and travel when necessary
Assist new/visiting faculty with acclimating to programs and college
Provide information and instructions on voice mail, Xerox copier, mail, etc.
What you bring:
Required Qualifications
High school diploma or equivalent with five years of experience in an administrative or office capacity, or an equivalent combination of education and experience.
Strong typing and word processing skills and the ability to learn new computer software as necessary, including MS Office, Moodle, and Google Suite
Previous budget management experience.
Excellent communication skills and organization skills. Must be able to handle multiple tasks, take initiative, and work independently.
Preferred Qualifications
Bachelor’s degree
Experience working in higher education
Experience with databases and setting up web pages
Proficiency in Access, Banner, and/or other specialized software
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 an uploaded resume, including a cover letter, by June 9, 2025. Applications received after this date may be reviewed on a rolling basis until the job has been filled. A cover letter indicating how your qualifications and experience have prepared you for this position. If you have experience that meets any of the preferred qualifications, please include a detailed explanation of any such experience in your cover letter and how it meets the preferred qualification(s).
The market range for this position is $29.00-$36.00 per hour, which represents the College’s good faith and reasonable estimate of the range at the time of posting. The salary offered is determined based on factors including, but not limited to, experience and education of the final selected candidate, departmental budget availability, internal salary equity considerations, and available market information.
PA Criminal Clearance Required
Swarthmore College requires a PA Criminal background check for all staff positions prior to the start of employment.
Preview our 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.
2025 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 minorities are encouraged to apply.Show more
Title: Administrative Assistant/Receptionist
Company: RE/SPEC Inc.
Location: Fairbanks, AK
