Administrative Coordinator

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.DepartmentProvost/Dean of FacultyJob DescriptionApplicants should attach a resume and a cover letter to be considered for this position.As a member of an administrative team, perform duties in support of the faculty, staff and students under the coordination and supervision of the Administrative Manager. Work closely with administrative colleagues in the department and the team more broadly, to prioritize and manage workload. Provide comprehensive administrative coordination in all areas of operation by working collaboratively with concentration directors, faculty and center staff to support the curricular/pedagogical mission of the assigned academic units.Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.Essential Functions: Administrative Support: 25%Partner with concentration directors, associate dean for integrative learning, and center faculty and staff to manage budgets, curriculum, and events. Manage and support curricular and co-curricular projects in support of concentrations, IDP courses, and provost's office areas. Coordinate with colleagues to provide institutional memory and collaborative problem solving. Maintain departmental records and databases. Develop and assess processes for meeting departmental priorities. Coordinate Gateway and Capstone course logistics, including guest lecturers. Track applications to the concentration. Organize student cohort building activities. Assist with tracking of student progress through Concentration requirements. Coordinate tracking with Lazarus Center Staff. Maintain Integrative Learning webpages.Budget Administration: 25%Administer and track all concentration 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. Advise directors on concentrations budget planning. Reconcile and report on key budget areas.Event Management: 30%Schedule, support, organize, and publicize all aspects of concentration specific events, visits, residencies, and field trips. Manage events and lecture series including budget, funding, travel and honorarium. Plan annual commencement events. Organize the work of appointed student liaisons in connection with event planning. Participate as a member of the Celebrating Collaborations planning committee to organize and manage this campus-wide annual event.Curricular Support: 20%Assemble and update course offerings and schedules. Assist in the preparation of annual course catalog revisions. Support the course scheduling process and work with concentration directors and IDP instructors 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. Assist faculty in hiring work-study students. Monitor and update yearly concentration records. Compile course offerings for courses with IDP prefix, including scheduling and catalog copy.Perform other duties as assigned by management.Minimum Qualifications (education, experience, certifications, licenses, knowledge, skills)High School Diploma or Equivalent1-5 years of related experienceValid driver's licenseSkillsExcellent oral and written communication skillsExpert level skills in Google Workspace (Google Docs, Sheets, Calendar, Forms, etc.); proficiency in Microsoft Word, Microsoft ExcelProven ability to organize and prioritize work effectively, be detail oriented, take initiative and responsibility, be proactive, resolve problems, and manage multiple tasksWillingness to learn new technologies as necessary.CompensationIn addition to a competitive benefits package, pay for this role is typically between $25.23 - $30.84 hourly covering the middle half of market compensation. Actual compensation will vary based on individual qualifications.Position TypeRegularPlease attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.Review of applications will beginJanuary 5, 2026About Smith CollegeLocated 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. Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.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.