Executive Assistant-Academic Affairs & Finance & Administration

Earlham College is a Top 100 National Liberal Arts College located in Richmond, IN, a small city that's just a short drive away from several major metropolitan areas including Dayton, Cincinnati, Indianapolis and Chicago.

Richmond and Earlham have a symbiotic relationship. Through research, studies, internships and volunteering, Earlhamites offer Richmond expertise and service as Richmond offers our students the chance to gain valuable, real-world experience. Our community assumes no religious affiliation but follows Quaker principles and practices, which include respect for persons, integrity, a commitment to peace and justice, simplicity, and consensus-based community decision-making. Earlham is committed to and proud of being a diverse and inclusive place most clearly visible in our student body: 20% of our student body are international, coming from 60+ nations in 2022, and 24% are domestic students of color. Faculty and staff also bring tremendous diversity to the College; many have lived and worked outside the United States, and they make a point of drawing on those experiences in their interactions with students. Additionally, Earlham makes it a priority to serve as a safe and welcoming place for LGBTQ+ communities and has a four-star rating on the Campus Pride Index. Our community is characterized by respect for every person and a commitment to social justice. Equity and inclusion are central to Earlham's institutional priorities and our leadership is committed to widening the path to an Earlham education.

Position Overview

This position requires an exceptionally organized, practical, and proactive individual to provide professional, administrative support primarily for the Provost/Senior Vice President for Academic Affairs and Chief Financial Officer/ Vice President for Finance and includes support for the Senior Associate Vice President for Academic Affairs/Dean of Faculty (AADF) and Academic Dean for Student Success (ADSS). This person is also expected to handle a wide range of high-level administrative tasks with accuracy and proficiency for the Office of Academic Affairs and the Finance Office.

Primary Duties & Responsibilities 

• Ensure that daily operations run smoothly, with professionalism and courtesy meeting quality customer service standards
• Provide proactive clerical support for calendaring and meeting logistics, to include note taking
• Manage timely and accurate correspondence to all inquiries on behalf of the office/s
• Uphold strict confidentiality standards in handling sensitive matters. Exercise sound judgment in determining what information to share, withhold, or escalate
• Oversee projects for research, data collection, analysis, report preparation and document completion with accuracy while collaborating with others across campus for quality outcomes
• Maintain organized electronic and physical files, including confidential faculty files, student records, evolving lists for multiple needs
• Anticipate and prepare for busy periods and changing priorities with flexibility and co-operation
• Secure travel arrangements, as needed
• Accept additional responsibilities as assigned, to meet the mission of the College

Duties/Responsibilities: Academic Affairs/Provost

• Oversee the budget tracking process for funds managed by the Academic Affairs office to include National Conference Travel Funds, Faculty Start-up Funds, Scientific Equipment funds, teaching faculty funds, and discretionary/ restricted funds
• Support the Academic Affairs Committee of the Earlham Board of Trustees with document preparation/submission, meeting logistics and note taking/maintenance;
• Support the Faculty Affairs Committee with the faculty evaluation process to include communication tracking, data collection, and reports
• Support the Academic Professional Development Committee process to include budget tracking
• Maintain financial records to prepare credit card monthly reports for Provost, AADF, ADSS and Academic Affairs office
• Support Provost/VPAA to draft and finalize offer letters, renewals, sabbatical and pre-tenure awards and all pay/personnel matters
• Assist in coordinating interviews with teaching faculty candidates
• Organize faculty events as requested by Provost.

Duties/Responsibilities: Finance/CFO

• Maintain calendar forCFO/VP of Finance
• Support the Property & Finance Committee and Audit, RiskManagement and SafetyCommittee of the Earlham Board of Trustees with document preparation/submission, meeting logistics and note taking/maintenance
• Maintain ever-evolving supervisory listing for accounting needs

Qualifications

• High school diploma required, post-secondary education preferred
• 3-5 years of administrative experience, preferably at the executive level
• Attention to detail with a high level of accuracy
• Strong computer skills
• Adept with confidential information, required
• Able to demonstrate a commitment to excellence
• Able to address a wide variety of issues calmly, professionally and with courtesy
• Ability to manage multiple items simultaneously
• Professional proficiency in reading, writing, and speaking
• Budget management proficiency and experience, strongly preferred
• Ability to work effectively under pressure, solve problems and adjust quickly to changing situations while maintaining strong commitment to customer service
• Able to sit/stand for prolonged periods at a desk and work on a computer
• Be a positive example and trusted resource to all Earlham students

To Apply

Please submit the following materials with your application:

• Cover letter
• Resume
• List of Three References with Contact Information 

The review of applications will begin immediately and continue until the position is filled.

Employee Benefits at Earlham

• Medical, Dental, and Vision Insurance*
• Company paid Long-Term Disability after 1 year of full-time service*
• Basic and Voluntary Life insurance* 
• Employee Assistance Program*
• Campus Store Discount
• Free ticket vouchers for Richmond Symphony Orchestra
• Wellness Center Free Membership or Discount for eligible employees
• Athletic Games-Free entry to all home games 
• Free entry into most Theatre/Music shows
• Tuition Benefits for Immediate Family for eligible employees*
• 403(b) Retirement* – For eligible employees, Earlham will contribute a non-elective contribution equal to 5% of gross pay after 2 years of service. After 3 years of service, this non-elective contribution increases to 8%. Vesting credit is available for new employees with previous service in the education sector with required documentation.
• Many Wayne County Chamber of Commerce member businesses offer discounts to anyone with an Earlham ID

*All employee benefit offerings are subject to employee eligibility per plan documents. 

Earlham College is an equal opportunity employer and prohibits discrimination against any individual based on race, color, national origin, gender, sex, sexual orientation, gender identity, gender expression, age, disability, veteran status, genetic information, religion, or other protected classifications under applicable laws. The College is committed to building a diverse community that reflects the makeup of society and particularly welcomes and supports individuals from historically marginalized groups. As an institution with a Quaker identity, Earlham also encourages applications from members of the Religious Society of Friends (Quakers).

Earlham College complies with the Americans with Disabilities Act (ADA) and applicable state law. If you are an individual with a disability and require a reasonable accommodation to perform the essential functions of the position, or to participate in the hiring process, please contact the Earlham College Office of Human Resources.

Earlham's Work Authorization Policy

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