Administrative Coordinator

Position Title: Administrative Coordinator Work Type: Full time Location: Swarthmore College Approved Location Type: On Campus Department: Work Shift: Day Shift (United States of America) Who We Are: Swarthmore Dance Department is an academic department within the Division of Arts & Humanities at Swarthmore College, in Swarthmore PA.

Based in the Lang Performing Arts Center, the Dance Department brings together a talented group of students to study, practice, and perform a global repertoire of dance styles and simultaneously engage in critical thinking and writing. Dance students are often double majors or special majors including in the Social Sciences and Natural Sciences.

Whether they are majors or minors in the department or have prior formal training in dance, all students are welcome to join and participate in the Dance community. In addition to rigorous coursework for majors and minors in Choreography or Dance Studies, we also fulfill a vital mission of the College, both as a department in which students may fulfill their Physical Education requirement (through studio practice and repertory ensemble courses) and as a space that fosters student creativity and wellbeing.

We aim to enable students to develop competency in one or more movement genres, to engage critically with dance, whether through performance attendance, ethnographic fieldwork, and/or archival research, and to develop an individual voice as writers, researchers, and/or choreographers. Aligning with the liberal arts mission of the College, we strive to provide a breadth and depth of experiences in a diverse range of movement forms and areas of inquiry.

Our graduates are engaged in diverse pursuits, both within and beyond the dance community: from academia, arts administration, and arts practice, to medicine and law. The Opportunity: The Academic Coordinator provides high-level administrative and organizational support to the Chair and regular, part-time, and adjunct faculty of the Dance Department.

Serving as a central point for departmental operations, the position supports effective management of budgets, spaces and facilities, scheduling, personnel matters, and other departmental needs. The Academic Coordinator exercises initiative and sound judgment in carrying out responsibilities and ensuring timely follow-through in collaboration with faculty, staff, students, and other College offices, in accordance with established policies and procedures.

The position supports the educational and artistic mission of the department, including its engagement with global dance traditions and diverse cultural perspectives, while fostering a welcoming and inclusive environment consistent with the mission of the College. Essential Responsibilities: Key Areas of Responsibility Managing departmental administrative operations and workflows, including communication with relevant personnel and College offices, timely execution of tasks, and follow-through on projects.

Departmental budget preparation, monitoring, and administration, including restricted and unrestricted funds, with regular reporting to the Chair and referral of matters requiring review/approval. Proactively identifying information needs; researching, locating, and verifying information through departmental and College resources; communicating findings to the Chair and relevant colleagues; and referring matters as needed to appropriate personnel.

Managing departmental online information, communications, and publicity, in coordination with relevant faculty, staff, and College offices. Coordinating orders of equipment, supplies, mail, deliveries, and catering. Scheduling of studio, office, rehearsal, and performance spaces for departmental use. Space Scheduling Coordinates scheduling of studio and class spaces in accordance with departmental needs and guidelines, including courses, student assignments, faculty research, and external campus groups and events (e.

g., Cooper Series); maintaining departmental Google calendars. Communicates with neighboring departments and offices to maintain mutual awareness of courses and programming, minimize scheduling conflicts, and address potential activity or sound interference between proximate spaces. Communicates with the One. Card Office to ensure accurate programming of access reservations for students, faculty, and staff.

Programming: Events, Productions, Performances Coordinates administrative and logistical support for departmental programming, working with the Chair, Faculty Production Manager, and other designated personnel as needed.

Responsibilities include

arrangements (e.g. space reservations, guest accommodations, transportation, meals, honoraria, hospitality/catering) for Dance-sponsored events, such as: Departmental concerts and performances; Dance Lecture and Workshop Series; Lab Showings, dance studies talks, and colloquia; authorized student events and field trips; student, major/minor, and senior-parent gatherings; Cooper Series and Serendipity events; hosted conferences; Tamagawa University exchanges and concerts; Honors Examination period; and departmental faculty retreats.

Arranges photography, videography, and receptions for concerts and productions, or as requested, with the Faculty Production Manager and relevant personnel; oversees transfer of departmental documentation to College Libraries. Attends production and event-planning meetings; provides the Faculty Production Manager and Chair with updated student lists from class rosters.

Academic Support Coordinates course scheduling with the Department Chair and relevant College offices. Maintains accurate, consistent departmental academic information, including course listings, for College Bulletin, and departmental website; communicates updates to relevant offices. Manages administrative processes for faculty reviews and job searches in Interfolio.

Serves as administrative point person for Honors Program procedures and deadlines, coordinating examiner visits, compiling and submitting materials to external examiners. Assists the Chair with gathering information for departmental reviews, assessments, and related reports. Attends departmental faculty meetings and takes minutes upon request.

Maintains tracking records for Dance majors and minors to support faculty advising. Assists adjunct faculty with printing, registration changes, course rosters, grade submission, and related administrative needs. Compiles student funding proposals for departmentally supported off-campus research for faculty review. Coordinates accompanist hiring and scheduling with the Chair and instructors.

Meets with prospective students and families, arranging opportunities to observe or participate in dance courses and meet with faculty. Budget and Accounting Support Completes, distributes, and monitors a variety of accounting documents, such as invoices, travel forms, internal requisitions, vouchers, receipts, and purchase orders in order to ensure appropriate billing, payment, and budget reconciliation.

Relevant accounts include the general Dance Department accounts as well as its unrestricted and restricted budgets that support the faculty and department. Within guidelines set by the Department Chair and the individual donors of the restricted funds, determines which account is appropriately charged for expenses in consultation with the Department Chair.

In cases when events and performances are funded by more than one source, ensure funds that have been committed by other departments are properly transferred and credited. Uses computerized bookkeeping methods (e.g., Workday, Quicken) as appropriate for tracking account credits and debits for the accounts named above, in order to provide the Chair and other pertinent faculty members with correct and current account balances.

Reviews income and expense statements routinely for all accounts, reconciles activity, investigates and attempts to reconcile discrepancies, and reports information to the Chair and other pertinent faculty members in order to ensure accurate charges and control of expenditures. Coordinates and assists in the planning of all department budgets, drawing on accurate and detailed information about past experience regarding previous years’ spending and knowledge about projected needs.

Works with the Department Chair to develop and submit annual budget projections and requests. Payroll, Purchasing, and Facilities Processes payments and reimbursements related to Dance Department programming and operations, including for faculty, accompanists, guest artists, scholars, vendors, and other service providers.

Hires and schedules student workers; inputs job positions, processes student payroll. Oversees purchasing and inventory of office supplies, course materials, and other departmental needs, including concert-related purchases in coordination with the Faculty Production Manager as needed. Coordinates studio and facility maintenance, repairs, temperature monitoring, and regular cleaning.

Coordinates student locker assignments in LPAC. Communications, Publicity, and Design Coordinates departmental publicity and communications, including the design, production, and distribution of print and electronic promotional materials and announcements; creates and maintains event information on the departmental website, College calendar, and social media, working with faculty, staff, and student workers as needed.

Maintains information for departmental bulletin boards, case displays, and LPAC lobby monitors in coordination with Chair and faculty. Supervisory Responsibilities Supervise student workers (either directly or in coordination with Dance faculty and staff).

Who you are

Strong interpersonal and communication skills; flexibility and adaptability in responding to the varied needs of the department and faculty; demonstrated ability to build collaborative working relationships and provide responsive, sensitive, and professional support to a diverse community of faculty, staff, students, and visitors.

What you bring: Required Qualifications At least five years experience working in an office environment. Must be willing and able to learn new technologies, platforms, and software as they evolve and are adopted for use by the College.

Preferred Qualifications

Bachelor’s degree strongly preferred. Background in administration in higher education, and/or performing arts administration. Background in performing arts; appreciation for dance and performing arts. Experience with Workday for financial management, Interfolio, and other administrative and creative software, including Google Workspace, Excel, Adobe Acrobat and Creative Cloud (Photoshop, In.

Design, Illustrator), and social media platforms (Facebook, Instagram). 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.

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. Applications received are reviewed on a rolling basis until the position is filled. An optional cover letter indicating how your qualifications and experience have prepared you for this position is preferred.

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). 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 and Programs Retirement Plans Tuition Grant Program Tuition Reimbursement Program Paid Time Off (Staff) Holiday Schedule Swarthmore College is committed to creating a culture of respect and inclusion so that every member of our community feels a sense of belonging. We actively seek and welcome candidates with diverse perspectives and experiences, exceptional qualifications, and a demonstrable commitment to a more inclusive society and world.

Swarthmore College is an Equal Opportunity Employer and does not discriminate based on any identity or characteristic protected by law or College Policy.