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Administrative Assistant

1 month ago

Northampton, United States Smith College Full time

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Description

Job Summary
As a member of an administrative team, perform duties in support of the faculty, staff and students of the Clark Science Center under the coordination and supervision of the Administrative Assistant Supervisor. Provide comprehensive administrative support in all areas of operation by working collaboratively with program faculty and staff to support curricular/pedagogical mission of assigned science departments and programs, working directly with the chair of each academic unit. Departmental assignments may change over time.


Take appropriate actions to support a diverse workforce and participates in the College's efforts to create a respectful, inclusive, and welcoming work environment."

Essential Functions

Administrative Support (20%):

  • Handle clerical, ordering, and scheduling tasks for chairs and faculty within assigned academic units.
  • Maintain departmental records and databases.
  • Manage departmental correspondence; draft publicity and other communications for distribution to faculty, students, alumnae and other external audiences. Support departmental faculty and staff searches, decennial reviews, and midterm reviews.
  • Maintain and update departmental web page content and other online presence, as appropriate.
  • Assist in onboarding of new faculty and staff.
  • Maintain information for assigned areas in Science Center Admin database, e.g. faculty or staff arrivals and departures.
  • Provide supplies and assistance in mailing/shipping materials.

Procurement and Budget Administration (25%):

  • Administer and track all program budgets based on institutional policy and using the college's financial management systems.
  • Perform budget operations, process requisitions, purchase order requests, invoices, and reimbursement requests.
  • Analyze expenditures against the budget and notify directors of discrepancies. Provide chairs with regular budget reports.
  • Maintain financial files for policy compliance.
  • Advise and consult with chairs on budget decision making.
  • Manage all departmental purchasing of consumable instructional supplies. Balance and monitor multiple budget lines to ensure accuracy, equitable use of funds and compliance with guidelines around use of restricted funds and grants.


Curricular support (20%):

  • Assemble and update course offerings and schedules.
  • Assist in the preparation of annual course catalog revisions.
  • Support course scheduling process and work with departments to meet institutional deadlines around curricular requests and changes.
  • Act as a liaison with Registrar and Provost offices on curricular matters.
  • Order instructional supplies and help prepare course materials.
  • Secure copyright permissions, following college policy.
  • Assist faculty in hiring work-study students.
  • Monitor and update yearly departmental records.
  • Coordinate administrative needs for department annual prizes.

Event Management (20%):

  • Schedule, support, organize, and publicize all aspects of program/departmental events, visits, residencies, and field trips.
  • Organize the work of appointed student liaisons in connection with event planning.

Facilities management (15%):

  • Coordinate work orders; manage central office equipment, including MFDs; update building directories; coordinate with allied offices on faculty office moves. Provide general information and reception for faculty, staff, students and visitors to the Science Center including walk-in and telephone inquiries.

Supervise Student Workers:

  • Hire and supervise student workers to support the above-listed duties and responsibilities.
  • All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

  • High school diploma, and one to three years of relevant experience or the equivalent combination of education and/or experience.
  • Experience working with individuals from diverse backgrounds.

Skills

Excellent communication skills--verbal, written, and interpersonal--with demonstrated ability to communicate with all levels of the organization and work well with diverse groups of faculty and staff. Strong budget and project management skills, including the ability to organize and prioritize work effectively, take initiative and responsibility, and manage multiple tasks simultaneously. Strong computer, technical, and web maintenance skills (including the Google and Microsoft Office suites and others). Supervisory experience relevant to overseeing student workers. Willingness to maintain an up-to-date knowledge of administrative uses of technology and learn/apply innovative and best-practice uses of Smith supported technology.

Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.

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