Administrative Coordinator, Physics & Astronomy

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 Swarthmore Physics & Astronomy department faculty, staff, and students aspire to be a welcoming community working together for education, research, and public communication of the science we love. Our administrative coordinator plays a key part in not only administrative functions but also in making the department hospitable. We value collaboration, collegiality, and learning.

The opportunity:

This position is the focal point for the department and involves professional interaction –including coordination, supervision, and financial management – with the public, students, faculty, and staff. It provides high-level administrative support to the chair and individual members of the Physics and Astronomy Department, as well as support for the department facilities. The department offers programs in Physics, Astronomy, and Astrophysics, in which students can major or minor. Our facilities include faculty offices, instructional labs, faculty research labs, the Peter van de Kamp Observatory, and the machine and electronic shops. This position requires a high level of autonomy for financial budgeting and management, procurement and purchasing managerial skills, office management skills, organizational and project planning skills, and course/lab enrollment control skills.

Essential Responsibilities

Purchasing and procurement manager for the Department of Physics and Astronomy

Support departmental facilities and faculty research labs with supply and equipment purchases and delivery coordination.

Takes primary responsibility for interacting with outside vendors and Swarthmore staff in other offices for the purchase of equipment and supplies.

Takes primary responsibility for contacting vendors in cases of late, incomplete, or damaged equipment, as well as incorrect billing.

Researches and makes recommendations for purchase of equipment and software for department use.

Budget preparation and reconciliation for the department’s operational expense fund.

Works with Department Chair to develop the annual budget

Tracks purchases and payments in computerized bookkeeping system, investigating any discrepancies and reporting periodically to Chair.

Manage the hiring and participate in supervising student workers.

Planning, advertising, and execution of departmental events and academic activities.

Reserve rooms for course help sessions and activities.

Plan, arrange, and oversee annual department social and academic events for students and faculty. Order food (using personal car to pick up supplies), prepare invitations and collect responses, reserve space, etc.

Coordinate travel and schedule arrangements for visitors to the department, including processing reimbursements and coordinating with other departments within the College as needed.

Support faculty and lab instructor searches and reviews by requesting letters and managing documents in campus information system (currently Interfolio).

Supervisory Responsibilities

15-25 Student Workers “Science Associates” (peer course tutors)

10-20 Student Worker Course Graders

2-5 Student Worker Lab Assistants

Who you are:

You are organized, careful, and detail-oriented. You can prioritize appropriately and keep the big picture in mind.

You work independently and take the initiative to solve problems, calling on others for help when needed.

You are prepared and motivated to manage finances, coordinate people and events, and supervise student employees for a department with 9 faculty, 3 lab lecturers, and 2 technical staff.

You derive satisfaction from keeping a department running smoothly and having things done punctually and well.

You enjoy working with a wide range of people and helping them feel welcome and valued.

What you bring:

Required Qualifications

Minimum of a high school diploma.

Minimum of 5 years of job-related experience or an equivalent combination of education and/or experience.

Must have the ability to maintain databases, including the willingness to learn relevant software and frequent changes in software. Proficient in Microsoft Excel, Word, and web-based tools such as Google Drive.

Must be able to manage multiple budgets.

Must be able to operate standard office equipment, including computer, printer, copier, calculator, and fax machine.

Must possess professional interactive skills.

Adapt to new work situations, people, ideas, procedures, and organizational structures, in order to accommodate an evolving work environment.

Build successful relationships with students and coworkers.

Communicate and work effectively as a team member, in order to maximize the effectiveness of the office.

Exhibit maturity, reliability, composure, and stability when addressing workplace challenges or working under tight timelines.

Understand and abide by a high standard of professional ethics in order to ensure the integrity of the organization.

Work successfully with diverse others and uphold the College's commitment to equal employment opportunity and affirmative action, in order to help the organization realize its commitment to excellence through diversity.

Preferred Qualifications

Bachelor’s degree preferred.

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’s 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, 2026. 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.

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.