Administrative Assistant II

Website earlham1847 Graduate Programs in Education

Part-time, 20 hours per week up to 25 hours per week with some flexibility desired, reduced hours in December and June/July, no benefits.


  • Provide administrative support to the faculty members of the Graduate Programs in Education and coordinate schedules of departmental personnel and courses including M.A.T. recruiting support.
  • Maintain and update data for accreditation and teacher licensing purposes
  • Provide receptionist and secretarial duties: answer and direct questions from students, parents, faculty, staff and other campus guests via phone, e-mail and in person. Order supplies and specialty equipment.
  • Maintain financial records and files (invoices, purchase orders, credit card purchases, check warrants and petty cash).
  • Help coordinate and prepare unit plans, course schedules, budgets, and other documentation as needed.
  • Reformat, create and proofread documents, curriculum materials, equipment manuals, letters, grant applications, newsletters, etc.
  • Make photocopies and scan documents.
  • Perform basic updates to material published on the Internet for departments and professors, including web pages, Moodle, and portal as needed.
  • Order textbooks and examination copies and attain copyright privileges.
  • Organize travel, lodging, registration, meetings etc., for faculty and students attending conferences and for visitors to campus.
  • Organize departmental gatherings, retirement gatherings, faculty searches.
  • Take initiative and design new routines and materials that support the ongoing work of the administrative faculty.
  • In general, help maintain a professional and friendly atmosphere.
  • Perform other duties as assigned by faculty supervisors.
  • Assist department in maintaining the calendar of events & tasks throughout the year.


  • High school diploma or GED certification required.
  • Associate’s degree preferred or one to two years experience working in a post-secondary academic environment.
  • Computer training in Microsoft Office applications, Excel and ability to learn other computer software programs; facility with basic HTML for web pages, and e-mail.
  • Must be able to work with minimal supervision, ability to multitask: handling several responsibilities at one time with potentially conflicting deadlines.
  • Must be able to work with people from around the world, including those with limited skills in English.
  • Ability to handle cash.
  • Excellent phone etiquette and oral and written communication skills and help maintain a humane and friendly atmosphere.

To Apply

Please submit the following application materials in a single electronic file:

  • Cover letter
  • Resume
  • Statement on diversity, equity, and inclusion: The Statement on Diversity should describe how your values and leadership frame or center Diversity, Equity and Inclusion (DEI) in your work.
  • List of 3 references with contact information

Review of applications will begin immediately and continue until the position is filled. All materials should be submitted to the Earlham College Human Resources Office at: [email protected].

Earlham College requires all employees to be vaccinated against COVID-19 or apply for and receive a qualified exemption within two weeks of the employment start date.

Earlham College is an Equal Opportunity Employer that seeks applications from candidates who contribute to diversity in terms of race, ethnicity, age, religious affiliation, gender, sexual orientation, gender identity, disability, and veteran status, among other distinctions and contributions. As a College with a Quaker identity, Earlham also is eager to solicit applications from members of the Religious Society of Friends (Quakers).

Earlham utilizes E-Verify to confirm employment eligibility for all newly hired employees within the United States.